Administrative Assistant II

Full Job Description

Under minimal supervision, performs a variety of responsible and administrative work unique to the work unit requiring initiative and independent judgment.

Serves as intermediary for department head or elected official in carrying out important delegated administrative detail tasks.

Maintains official records requiring knowledge of a specialized subject matter. Coordinates office schedules and workloads. Interprets and explains established policies and procedures.

Participates in budget preparation and may supervise subordinate personnel.

Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and independent judgment.

This is the second in a series of five administrative-related job classifications within the Administrative Support job family.

This classification is distinguished from the Administrative Assistant I in that the major duties performed are administrative in nature and clerical duties are performed infrequently.

This classification also has a higher degree of supervisory responsibility.

This classification is distinguished from the Administrative Associate or Executive Assistant in that incumbents do not serve in an advisory capacity or perform constituent service.

Requirements

Performs direct administrative support services for a department head or elected official. Coordinates calendar and travel arrangements for department head or elected official.

Performs a variety of administrative support activities for supervisor, such as composing replies to correspondence.

Keeps supervisor(s) informed of significant items requiring supervisory review or action. Monitors work flow by relaying assignments, calling attention to deadlines, and obtaining progress reports.

Maintains frequent contacts for supervisor with other departments and agencies.

Provides administrative assistance in program development, grant proposals, contract management, and management of special projects. May serve as notary public.

Composes, prepares, and processes various documents, such as correspondence, letters, memoranda, court documents and reports. Formats and proofreads documents. May develop and implement office forms.

Edits, copies and faxes documents. Opens and reviews all incoming mail. Routes and/or answers inquiries and composes correspondence on general and technical matters.

Organizes, establishes and maintains filing system for correspondence, records, documents, conferences and publications. Receives visitors and officials.

Answers and screens telephone calls, voice mails and e-mails.

Assists the general public by answering questions or providing information regarding office, work unit and countywide activities and programs, policies or procedures.

Serves as liaison to staff, outside agencies and the public concerning information or complaints. Resolves problems within scope of position.

Conducts research, creates and maintains databases and spreadsheets, summarizes and analyzes information, performs and calculates statistical analysis, and compiles data to prepare special and recurring reports containing specialized information.

Prepares agenda, attends meetings and records minutes. May track committee member attendance. Attends committee meetings, budgetary hearings, and task force meetings.

Completes personnel forms, workers compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files.

Verifies and prepares and/or updates timesheets and distributes payroll checks. Completes personnel action forms and vacancy announcements and may issue staff identification cards.

May serve as personnel liaison.

Maintains, monitors and reconciles departmental budgets. Prepares monthly report of expenditures. Performs departmental purchasing and records expenditures.

Assumes responsibility for fiscal control over line items in department's administrative budget. Monitors expenditures and performs budget analysis on accounts and reviews transactions.

Collects fees, prepares deposits and reports, researches discrepancies and prepares special and recurring management financial/budget departmental reports. Monitors equipment repairs.

May participate in budget preparation and justification.

Interviews, evaluates, and makes recommendations for hiring clerical staff. Trains and supervises clerical staff. Provides input on merit increases, promotions, disciplinary actions, and dismissals for clerical staff. May supervise, monitor and coordinate work assignments.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Associate's degree in Public Administration, Business Management or a directly related field AND two (2) years of increasingly responsible administrative/secretarial and clerical 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.
Permit work experience

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.
• Budgeting and purchasing procedures.
• 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.
• Both verbal and written communication.

Ability to:

• Manage office workflow and delegate responsibilities.
• Independently prepare correspondence, memorandums, and other materials.
• Perform responsible and complex administrative/secretarial 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.
• Train and supervise office personnel.
• Assist in monitoring a budget and implementing and maintaining standard 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.

Additional Information

Physical requirements include the ability to lift/carry up to 10-20 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: Monday - Friday 8 am - 5 pm
Department: Fire Marshal

Location: 314 W. 11th St, Austin, TX

Criminal Background Checks Required.

For updates or questions on this position, contact: Katy.Westfall@traviscountytx.gov