Administrative Assistant I (Temporary)

Posting number: 26-10802

Department: Tax Collector

Job classification: ADMINISTRATIVE ASSISTANT I

Posting type: Open & Promotional

Categories: Office and Administrative Support

Summary

Join the Travis County Tax Office’s Administrative Division and play a vital role in keeping our operations running smoothly. We’re seeking a Temporary Administrative Assistant to help manage the daily flow of incoming mail and ensure critical documents are received, processed, and delivered efficiently. If you’re organized, detail-oriented, and enjoy supporting a fast-paced team, this is a great opportunity to make an immediate impact. Primary responsibilities include receiving, sorting, logging, and distributing mail to the appropriate departments, along with other administrative duties as assigned to support division operations.

Distinguishing Characteristics:

This is the first in a series of five administrative-related job classifications within the Administrative Support job family. This classification is distinguished from the Administrative Assistant II in that incumbents perform more general administrative duties than the Administrative Assistant II. This classification is characterized by the unique mix of function administrative duties performed.

Examples of duties

• Performs direct administrative support services for division/department head or elected official. Schedules and coordinates appointment calendars as directed. Receives visitors, answers telephone calls and voice mails. Assists the general public, visitor or caller by answering questions or providing information regarding office, work unit and countywide activities and programs, policies or procedures utilizing thorough knowledge of office operations and/or County funded programs. Attends committee meetings, budgetary hearings, and task force meetings. Takes and transcribes minutes for division/department. Serves as liaison to staff, outside agencies and the public concerning information. May serve as notary public.
• Composes, prepares, and processes various documents, such as correspondence, letters, memoranda, mailers, court documents, and reports. Formats and proofreads documents. Maintains mailing lists. May develop and implement office forms. Faxes and copies documents. Researches and interprets rules, regulations, policies and procedures to staff, other agencies, and the public. Assists in research and preparation of spreadsheets and/or databases, reports and statistical data. Prepares monthly report of expenditures, and reconciles/balances division/department expenditures.
• Participates in budget preparation and justification. Performs and/or monitors divisional/departmental purchasing. Records expenditures and maintains fiscal control over line items in divisions/departments or divisions administrative budget. Prepares purchase orders for equipment and office supplies within purchasing guidelines. Maintains office supply inventory.
• May complete personnel forms, workers compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies and prepares and/or updates timesheets, distributes payroll checks, completes personnel action forms and vacancy announcements. May serve as personnel liaison. May issue staff identification cards. Performs transcription duties, as required for the generation of autopsy reports and other documents.
• Coordinates work load of clerical staff and assists in resolving problems and conflicts. May oversee work of other clerical staff, coordinate work with other units and provide training. May process payments and log payments into appropriate databases.
• Performs other job-related duties as assigned.

QualificationsEducation and Experience:
Associate's degree in Public Administration, Business Management or a directly related field AND one (1) year 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.

Knowledge, Skills, and Abilities:

Knowledge of:

• Standard office administration practices and procedures.
• Administrative filing and record keeping operations.
• 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.

Skill in:

• Supervising subordinate 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:

• Independently prepare correspondence, memorandums, and other materials.
• Perform responsible administrative involving the use of independent judgment.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
• Maintain 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.

Supplemental informationPhysical 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.

Work Hours: Monday - Friday , 8:00 AM - 5:00 PM. 

Department: Tax Collector 

Location: 2433 Ridgepoint Drive, Austin TX 78754

Criminal Background Checks Required. 

For updates or questions on this position, contact: Danielle Moore at Danielle.Moore@traviscountytx.gov.

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.