Performs highly complex administrative support for multiple programs including coordinating advisory committees, preparing division documents, maintaining filing systems, purchasing and procurements, and other clerical support functions. Programs supported include air quality, criminal justice planning, geographic information systems (GIS), economic development, regional planning, solid waste, and transportation. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.
ESSENTIAL FUNCTIONS
Essential duties and functions include the following. Other related duties may be assigned.
Coordinates and facilitates administrative support for numerous policy and programmatic committees, including agendas, minutes, scheduling, and other meeting logistics.
Maintains schedules of grant and program deliverables for division programs.
Assists program staff with budgets, deliverables, reports, and related correspondence.
Prepares and copy-edits division memos, letters, spreadsheets, purchase requests/orders, reports, and other documents.
Coordinates procurements for goods and services, including preparing and disseminating purchase requisitions and authorizations, requests for quotes or proposals, public notices, and processing payments of invoices.
Compiles and edits data for charts, graphs, and databases, and prepares summaries or reports.
Reviews invoices, contracts, reports, and other documents for completeness and accuracy.
Manages paper or electronic filing systems, updating paperwork or maintaining documents as required, and archives documents according to Record Retention Schedule.
Coordinates orders and receives office supplies.
Prepares before and after travel documents for division employees per policies and assists with travel arrangements.
Coordinates preparation and distribution of division documents.
Greets visitors, responds to inquiries, and directs them to the appropriate person according to their needs.
Administers the annual inventory process for the division.
Answers multi-line phones, transfer calls, and takes messages.
Serves as a backup to the main Receptionist/Administrative Assistant.
GENERAL QUALIFICATIONS
Education beyond a standard high school or equivalent may substitute for experience at the direction of the supervisor.
Experience
At least two years of experience in general clerical/secretarial/administrative experience required.
Education
Graduation from a standard high school or equivalent required.
Certifications
n/a
Preferred
Administrative Assistant Certificate from Austin Community College or similar certification preferred.
Ability to read, write, and Speak Spanish is preferred.
Knowledge, Skills, and Abilities
Knowledge of file management systems.
Knowledge of budgets and finances.
Knowledge of English grammar and rules of composition.
Skilled in the use of office electronics to accomplish tasks, including computers, photocopiers, scanners, and multiline telephones.
Skilled in the use of Microsoft Office Suite of products, especially Word, Excel, Outlook, and Sharepoint.
Skilled in the use of Adobe Acrobat Pro, including advanced features such as editing and assembly of PDFs.
Skilled in effective oral and written communications.
Ability to use online meeting software such as Microsoft Teams.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.
