Administrative Associate - Austin, United States - Travis County, TX

Description

Salary: $29.05 Hourly

Location : Austin, TX

Job Type: Temporary

Remote Employment: Flexible/Hybrid

Job Number:

Department: Veterans Services

Opening Date: 06/12/2024

Closing Date: 6/14/2024 11:59 PM Central

Job Summary

Under general supervision, assists an Elected Official or Department Head in advanced administrative support activities. Performs a variety of highly complex administrative work unique to the work unit. Work requires independent judgment, initiative and authority. Work includes coordinating staff and general administrative functions to include monitoring budgets, administrative affairs, employee matters, and interpreting policies and procedures. Serves as liaison between the department, officials, agencies, and the public. Performs a variety of research, planning, and technical duties. Handles problems and non-routine situations by determining the approach or action to take and implementing guidelines, policies and procedures. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment. Sets work unit priorities and interprets policies. Authorizes purchase requisitions and budget adjustments. Utilizes knowledge of policies and procedures to speak on behalf of supervisor and performs constituent services. Serves as an advisor to Elected Official or Department Head.

DISTINGUISHING CHARACTERISTICS:

This is the third of five administrative-related job classifications within the Administrative Support job family. This classification emphasizes a variety of support functions focusing on administrative and office management functions and responsibilities, organization and coordination toward accomplishment of program, divisional or departmental goals, objectives and departmental budgetary functions. This classification is distinguished from the Administrative Assistant II in that incumbents serve in an advisory capacity, perform constituent service and have complete knowledge of the supervisor's activities. The major duties performed are administrative in nature and require a high degree of independent judgment, discretion, initiative and authority. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

Duties and Responsibilities

• Assists with compiling the Department performance measures and statistics.
• Performs direct administrative support services for designated Elected Official or Department Head. Schedules and coordinates appointment calendar as directed utilizing knowledge of priorities and prearranged plans. Schedules meeting rooms, reserves necessary equipment, prepares daily itineraries and assembles necessary background materials. Sends meeting notices and reminders. Attends meetings to record and report on proceedings. Keeps supervisor(s) informed of significant items requiring supervisory review or action. May prepare Commissioners agenda packet for Commissioners Court meetings and brief supervisors on agenda items. May serve as notary public.
• Supervises, monitors, prioritizes and makes daily decisions on work load schedules to meet work unit operations. Trains and supervises clerical staff. Interviews, evaluates, and makes recommendations for hiring, merit increases, promotions, disciplinary actions, and dismissals. Completes personnel forms, workers compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies, prepares and/or updates timesheets. Distributes payroll checks. Completes personnel action forms, vacancy announcements and issues staff identification cards. May serve as personnel liaison.
• Maintains, monitors and reconciles departmental budgets. Prepares monthly report of expenditures. Responsible for departmental purchasing, for recording expenditures, and for fiscal control over line items in department's or divisions administrative budget. Monitors expenditures and performs budget analysis on accounts and review of transactions. Authorizes expenditures or actions for administrative and operational needs. Researches discrepancies and prepares special and recurring management financial/budget departmental reports. Participates in budget preparation and justification. Monitors equipment repairs. Purchases or approves for purchase of office supplies.
• Assists in preparing all departmental policies and procedures. Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with policies and regulations. Develops and selects relevant research and evaluation tools from a variety of sources. Conducts research and prepares summaries for supervisor. Analyzes information, performs and calculates statistical analysis, and compiles data to prepare special and recurring reports containing specialized information.
• Serves as liaison to staff, city and County departments, other agencies, Elected Officials and the public. Coordinates communication exchange between various entities and departments. May represent the department head or Elected Official on various committees and at meetings. May prepare press releases and coordinate responses to media inquiries and/or press conferences, interviews, speeches and other special events. Answers inquiries and composes complex, confidential and technical correspondence, articles and speeches in accordance with established guidelines. Develops and implements office forms and procedures. Researches and interprets rules, regulations, policies and procedures to staff, other agencies, and the public. May coordinate department-wide events and functions.
• Performs other job-related duties as assigned.

Minimum Requirements

Education and Experience:
Bachelor's degree in Public Administration, Business Management or a directly related field AND two (2) years of increasingly responsible administrative experience;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
None required.

Preferred:
One (1) year of supervisory experience.
Military service veteran

Knowledge, Skills, and Abilities:

Knowledge of:

• Standard office administration practices and procedures.
• Specialized subject matter.
• Personnel rules and procedures.
• Policies, practices, procedures and terminology of assigned function.
• Accounting, purchasing and budgeting procedures and techniques.
• Constituent interests.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

• Training and supervising administrative and clerical staff.
• Conducting research in areas of substantive importance.
• Maintaining important files and records.
• Compiling data and writing clear and comprehensive reports and letters.
• Writing reports, business memos and other documents.
• Interacting with leading public officials, County employees and the general public.
• Interpreting policy and applying to situations as they arise.
• Problem-solving and decision-making.
• Both verbal and written communication.

Ability to:

• Set office priorities and ensure that work is performed in a timely manner.
• Independently prepare correspondence, memorandums, and other materials.
• Organize diverse activities.
• Advise Elected Official or department head in substantive matters.
• Perform responsible and complex administrative work involving the use of independent judgment.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
• Maintain confidential data and information for executive staff.
• Assist in monitoring a budget, implementing, and maintaining filing and accounting systems.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: 8 AM - 5 PM; Monday through Friday.

Location: 5325 Airport Blvd. Austin, TX 78751

Department: Veterans Services

Criminal Background Check and Employment History Check Required.

Benefits
Employment at Travis County comes with a full array of benefits. We offer comprehensive health insurance, a no-cost, on-site Health and Wellness clinic, longevity pay, paid vacations, sick time and personal holidays, not to mention an industry competitive salary structure and a friendly, stable work environment.
FY2024 Travis County Benefit Guide

In this valuable you will find benefit summaries, eligibility requirements, costs, contact numbers and addresses as well as other general information on the benefits available to Travis County Employees and Retirees.

Credit Union
Employees may join the Travis County Credit Union which offers low-interest loans, savings plans through payroll deduction, safe deposit boxes and other benefits.

Deferred Compensation
Employees may enroll in a tax- free sheltered investment plan through payroll deduction.

Direct Deposit
Employees may sign up for direct bank deposit.

Employee Assistance Program
Travis County provides a confidential counseling and referral service free of charge to county employees and their family.

Employee Organizations
Membership in the American Federation of State, County, and Municipal Employees Union is available through payroll deduction.

Employee Health & Wellness Clinic
Employees may access the clinic for a variety of wellness program and health care services with no co-pay, no deductible and no co-insurance costs.

Holidays
An average of eleven paid holidays are designated by the Travis County Commissioners Court at the beginning of each fiscal year.

Insurance
Employees may select from four plans: an Exclusive Physician Organization (EPO), Choice Plus Preferred Physician Organization (PPO), Consumer Choice or a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). All four options include a Pharmacy Plan. Travis County's current policy is to pay 100% of the employee's health insurance premium for the Consumer Choice and HDHP. Employees will pay a premium for both the EPO and PPO. Other insurance benefits include $50,000 Basic Life and AD&D paid by the County.

The following benefits are employee paid:

• Dental
• Vision
• Supplemental Life, AD&D
• Dependent Life
• Short Term Disability
• Long Term Disability
• Long Term Care

New employees are covered on the first day of the month following 28 calendar days of employment.

Longevity
Longevity pay is paid for each year completed after three years of continuous service. Peace Officers in a law enforcement activity, whose job requires state peace officer certification, receive pay after one year of certification.

On the regular payday on or after the employee's fourth and subsequent adjusted service dates, he or she receives a single payment for the previous year.

Parking
A limited number of assigned parking spaces are available to employees in the Courthouse Complex.

Personal Holidays
Regular, full-time employees are eligible for up to three paid personal holidays each calendar year. Part-time employees shall be granted personal holidays on a prorated basis. New employees earn personal holidays for the calendar year in which he/she begins employment, based on the month in which employment begins:

January - March

3 personal holidays

April - June

2 personal holidays

July - September

1 personal holiday

October - December

None

New employees are eligible to take personal holidays after 90 days of employment.
Retirement
Travis County is a member of the Texas County & District Retirement System with mandatory participation by certain classes of employees. Seven percent (7%) of the gross salary is deducted each pay period. An employee is fully vested after eight years of service. Benefits are prorated for part-time employees.

Sick Leave
Regular employees earn sick leave at a rate of eight hours per month with unlimited accrual during employment. Part-time employees earn sick leave on a pro-rated basis.

Parental Leave
Each Full-time Paid Parental Leave Eligible (PPL) Employee is entitled to a total of 320 hours of Paid Parental Leave in a 12 month period. Paid Parental Leave for Part-time PPL Eligible Employees is prorated based on the number of hours that they are regularly scheduled to work.

Tuition Refund
Certain classes of full-time employees may receive reimbursement for fees associated with pre-approved, job related course work completed satisfactorily.

Vacation
Based on years of county service, regular, full-time employees earn vacation time at the following rates:

0 to 5 years

4.0 hours per pay period

6 to 10 years

4.5 hours per pay period

11 to 15 years

5.0 hours per pay period

16 to 20 years

5.5 hours per pay period

21 plus years

6.0 hours per pay period

Part-time employees earn vacation leave on a pro-rated basis.
Workers' Compensation
The county provides all employees workers' compensation coverage with benefits in accordance with state statute, if the employee sustains an injury out of, or in the course of work.