Administrative Associate

Position Overview

Under general supervision, assists an Elected Official or Department Head in advanced administrative support activities. Performs highly complex administrative work that requires independent judgment, initiative, and authority. Coordinates staff and general administrative functions, monitors budgets, manages employee matters, interprets policies, and serves as liaison between the department, officials, agencies, and the public. Provides research, planning, and technical assistance, resolves non‑routine situations, and sets unit priorities.

Authorizes purchase requisitions and budget adjustments, performs constituent services, and acts as an advisor to the elected official or department head.

This classification is the third of five within the Administrative Support family, emphasizing advisory support, constituent service, and comprehensive knowledge of the supervisor’s activities. It requires a high degree of independent judgment and direct impact on departmental goals and objectives.

• Provides direct administrative support services for a designated Elected Official or Department Head, including scheduling, meeting coordination, and preparation of agenda packets.
• Manages workload schedules, trains and supervises clerical staff, and participates in hiring, promotions, and disciplinary actions.
• Maintains and reconciles departmental budgets, prepares expenditure reports, and authorizes administrative expenditures.
• Assists in drafting departmental policies, evaluates operational changes, and prepares research and statistical reports.
• Acts as liaison to staff, city and county departments, other agencies, the public, and media, representing the department in committees and events.
• Performs other job‑related duties as assigned.

Bachelor’s degree in Public Administration, Business Management, or a directly related field AND two (2) years of increasingly responsible administrative experience; or any combination of education and experience that is equivalent to the stated requirements and sufficient to perform the duties.

None required.

One (1) year of supervisory experience.

Knowledge of:

• 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
• Computer equipment including word processing, spreadsheets, databases and software packages
• Business letter writing, grammar, punctuation, and report preparation
• Federal and state laws regarding confidential handling of health information (if required)

Skills in:

• Training and supervising administrative and clerical staff
• Conducting research in areas of substantive importance
• Maintaining important files and records
• Compiling data and writing clear, comprehensive reports and letters
• Writing business memos and other documents
• Interacting with public officials, county employees, and the general public
• Interpreting policy and applying it to situations as they arise
• Problem‑solving and decision‑making
• Verbal and written communication

Abilities:

• Set office priorities and ensure timely work completion
• Independently prepare correspondence, memorandums, and materials
• Organize diverse activities
• Advise elected officials or department heads on substantive matters
• Perform responsible, complex administrative work requiring judgment
• Research, compile, analyze, interpret, and prepare fiscal, statistical, and administrative reports
• Maintain confidential data for executive staff
• Assist in monitoring budgets and maintaining filing and accounting systems
• Establish and maintain effective relationships with departmental clientele, external agencies, county employees, officials, and the public

Ability to lift or carry up to 20–50 pounds occasionally, with visual, speech, hearing, hand and eye coordination, and manual dexterity for computer operation. Requires sitting, standing, walking, repetitive motion, stooping, kneeling, squatting, bending, and reaching.

Monday‑Friday 8 am – 5 pm

2433 Ridgepoint Dr., Austin, TX 78754

This job description is intended to be generic and not exhaustive. The essential duties and responsibilities may vary based on specific tasks assigned to the position.