Administrative Assistant I (Temporary)

JOB
Mission: Building a Travis County where ALL people can thrive with dignity and respect.Vision: Travis County will be recognized as the best county in the U.S. for all racial, ethnic, and economic groups.The Administrative Assistant position provides high-level administrative and operational support to a division/department head or elected official. This role is central to ensuring smooth day-to-day operations through strong coordination, communication, and organizational support.Performs a wide range of administrative functions including drafting correspondence and documents, managing calendars and scheduling, maintaining files and records, and preparing reports and spreadsheets. Serves as a key point of contact for internal staff, external agencies, and the public, responding to inquiries and supporting effective communication across the department.Assists with budget preparation and purchasing activities, monitors administrative processes, and helps ensure accuracy in financial and operational tracking. May provide analytical support through data gathering and reporting. Researches and interprets policies, procedures, and regulations to support staff and external stakeholders.Coordinates clerical workflows, supports problem-solving across work units, and may assist in training or overseeing clerical staff to ensure efficient office operations.This is a temporary position with an anticipated end date of 9/30/2025. 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.

EXAMPLE OF DUTIES
Performs direct administrative support services for division/department head or elected official, including scheduling and coordinating appointment calendars and attending meetings as required.Receives visitors, answers telephone calls and voice mails, assists the general public, and directs inquiries to the appropriate staff or department.Serves as liaison to staff, outside agencies, and the public, providing information regarding office, work unit, and countywide activities, programs, policies, and procedures.Composes, prepares, processes, formats, and proofreads correspondence, letters, memoranda, reports, court documents, and other materials; manages and responds to departmental emails and communications.Maintains records, mailing lists, and office forms; performs document management functions including copying, faxing, and distribution of materials.Researches and interprets rules, regulations, policies, and procedures; assists in the preparation of spreadsheets, databases, reports, and statistical data.Participates in budget preparation and justification; monitors and maintains fiscal control over expenditures; creates shopping carts, prepares purchase orders, submits direct payments, tracks budget adjustments, and reviews open encumbrances for liquidation.Serves as Department Time Administrator, monitoring time reports in SAP, assisting employees and approvers, reviewing payroll summaries for accuracy, and coordinating payroll certification and submission.Completes and processes personnel and payroll-related forms; maintains personnel files; serves as personnel liaison; assists with onboarding and ensures proper workstation setup for new hires.Performs and monitors purchasing activities and maintains office supply inventory; orders supplies, equipment, and materials as needed.Administers printing and office equipment, including coordinating print shop requests, maintaining printers/copiers, ordering supplies, troubleshooting issues, and coordinating service when necessary.Coordinates meeting logistics, including managing calendars for conference and training rooms, regulating room usage, and assisting with agenda item entries and related documentation.Assists with travel requests and expense report submissions for department employees.Receives, researches, and processes requests for bilingual testing (Berlitz), maintains records of results, and communicates outcomes to appropriate HR liaisons.Coordinates workload of clerical staff, provides training and support, assists in resolving problems and conflicts, and may oversee work of other clerical staff.Manages and enters agenda items into the court/agenda management system (Civic Clerk), and coordinates related supporting documentation and submissions as required.Processes payments and logs transactions into appropriate databases or financial systems to ensure accurate tracking and recordkeeping.Performs other job-related duties as assigned.*

SUPPLEMENTAL 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.Work Hours: 8 am - 5 pm, Monday-Friday. Location: 700 Lavaca, 9th Floor, Austin, TX 78701Department: Human Resources ManagementCriminal, Driving, Education, and Employment Background Checks Required.For updates or questions on this position, contact: Faidat.Agbaje@traviscountytx.govThis 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.