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.

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.

Qualifications

Education 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