Executive Assistant

Job Summary

The Travis County Tax Office is seeking a motivated, organized, and self-directed Executive Assistant to provide high-level, specialized support to the Tax Assessor-Collector. A successful candidate will be capable of advising leadership and problem-solving through research and data analysis and will develop action-oriented strategies to handle special projects. This role is integral in ensuring the efficient operation of a service-oriented and multifaceted public office.

About the Role

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.

Responsibilities

• Affords support in the collection and dissemination of information regarding the office to meet mandates, for educational purposes, and awareness.
• Organizes and provides logistical support for off-site county, community, and governmental partnership events.
• Reviews agenda items and prepares or briefs the Official or Department Head on relevant issues.
• Maintains oversight of 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.
• Serves 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.
• Collaborates with other offices to execute them.
• Organizes and implements departmental programs and activities.
• Performs programmatic and administrative reviews.
• Coordinates special projects, as required.

Requirements

• 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.
• 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. Work Environment & Other 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.