Executive Assistant

Full Job Description

Provides specialized support for an Elected Official, Appointed Official, or Department Head in the execution of their responsibilities in the operation of County government.

Serves as liaison between other officials, County personnel, attorneys, boards, commissions, state and local government officials and the general public.

Resolves problems and issues by conducting research, analyzing and developing action-oriented strategies, handling special projects and assisting constituents seeking information or assistance.

Oversees operational functions of the office, such as staffing, budgeting, payroll, and purchasing. Makes policy recommendation and advises the Official or Department Head in all matters.

DISTINGUISHING CHARACTERISTICS:

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

This classification is distinguished from the Administrative Associate in that incumbents provide specific, dedicated support to an Official or Department Head as opposed to broader administrative support to the department or function.

This classification is distinguished from the Executive Assistant-Elected Official in that incumbents recommend and advise to the Elected Official, Appointed Official or Department Head.

Incumbents in this classification serve as the lead administrative official within their respective offices and perform administrative and office management functions.

The major duties performed are administrative in nature and require a moderate degree of independent judgment, discretion, initiative and authority.

The results of assigned projects may have direct impact on the achievement of departmental goals and objectives. Policy recommendations may have a regular impact the development of public policy.

Requirements

Reviews agenda items and prepares or briefs the Official or Department Head on relevant issues. Monitors Commissioners Court meetings and assists in related functions.

Coordinates departmental activities by informing all parties involved in proceedings. Prepares resolutions, proclamations, office correspondence and agenda requests.

Reviews incoming correspondence and recommends actions that require decisions.

Supervises administrative and clerical support staff to include daily work/community assignments, research projects, performance reviews, and other administrative tasks.

Prepares or assists in preparing and administering department budget. Handles office transfers and budget amendments. Serves as liaison to Auditor's Office.

Processes time sheets, travel vouchers, and purchase orders to ensure that controls and costs are within budget and auditing standards. Prepares office correspondence and departmental memos.

Receives office visitors and officials and responds to telephone inquires. May review and resolve problems with contracts, invoices and other official documents prior to official's signature.

May coordinate appointments, meetings, and calendars.

Organizes, prepares, and represents the Official or Department Head at neighborhood, community, budget, precinct, city/state or other key meetings, and commissioners work sessions, as required.

Responds to constituents' needs and updates the Official on issues affecting the County.

Responds to constituents seeking information or assistance from the official or department head or County government.

May conduct field visits and prepares reports on findings related to projects and activities.

May serve as liaison to other governmental and nongovernmental agencies and organizations, and on boards and commissions.

Serves as principal advisor to Appointed Official/Department Head on issues of importance. May serve as an advisor to an Elected Official.

Proposes, designs and organizes legal, technical or policy development research projects. Coordinates with other offices to execute them. Organizes and implements departmental programs and activities. Performs programmatic and administrative reviews. Coordinates special projects, as required.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Bachelor's degree in Government, Public Administration, Business Administration or a directly related field AND three (3) years of responsible administrative experience in a service-oriented organization; 

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.

Knowledge, Skills, and Abilities: 

Knowledge of: 

• County governmental policies and procedures.
• 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 and issues.
• 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: 

• 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: 

• Manage and organize diverse community and County activities.
• Accurately receive, research, analyze, prioritize, and effectively communicate information.
• Work independently within broad policy guidelines.
• 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 County employees and officials, with representatives of outside private and public organizations, and with the general public.

Additional 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: Monday -Friday 8 am - 5 pm

Department: General Administration/Intergovernmental Relations

Location: 700 Lavaca St, Austin, TX 78701

Criminal Background Checks Required.

For questions about this position, please contact: igr@traviscountytx.gov