Administrative Associate

Job Summary

Travis County Health and Human Services (HHS) serves the community under the guidance of the Commissioners Court. We address community needs through internal and external investments and services. We strive to maximize quality of life for all people in Travis County by protecting vulnerable populations, investing in social and economic well-being, building a shared understanding of our community, and promoting healthy physical, behavioral and environmental living.

Travis County Health and Human Services is hiring for an Administrative Associate, and this position have been approved for the FY25/26 budget, position start date is October 1, 2025

The Administrative Associate provides advanced administrative support to two divisions managers within Health and Human Services, serving the Child Care and Out of School Time teams. The position plays a key role in keeping daily operations running smoothly by coordinating staff and administrative functions. This position acts as a primary liaison between the department, officials, outside agencies, and the public. By supporting two teams, the Administrative Associate helps the division managers focus on strategic goals while ensuring staff, community partners, and the public receive timely and accurate information.

DISTINGUISHING CHARACTERISTICS:

This is the third of five administrative-related job classifications within the Administrative Support job family. This classification emphasizes a variety of support functions focusing on administrative and office management functions and responsibilities, organization and coordination toward accomplishment of program, divisional or departmental goals, objectives and departmental budgetary functions. This classification is distinguished from the Administrative Assistant II in that incumbents serve in an advisory capacity, perform constituent service and have complete knowledge of the supervisor's activities. The major duties performed are administrative in nature and require a high degree of independent judgment, discretion, initiative and authority. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

Duties and Responsibilities

• Coordinates calendars, schedules, meetings, and related logistics for division managers and staff. Prepares and distributes meeting agendas, materials, and reminders. Attends meetings to record and report on proceedings.
• Prepares purchase orders and shopping carts, processes office supply and furniture requests, and coordinates with ITS on approvals and purchases with technology. Tracks and reconciles division expenditures and assists with budget monitoring and reporting.
• Prepares and processes professional services contracts, DocuSign approvals, and other documents across departments and with external partners. Ensures compliance with County policies and procedures.
• Registers staff for professional development opportunities, conferences, and trainings. Submits travel and mileage reimbursements and maintains related records.
• Assists with hiring processes, including scheduling and supporting interviews, coordinating with HR, and processing required documentation. Supports the onboarding of new hires by preparing materials, facilitating orientation logistics, and tracking completion of requirements.
• Provides reminders and support for timesheet submission, attendance-related matters, and task trackers to ensure compliance with deadlines and accuracy of deliverables.
• Composes, prepares, and processes a variety of documents, including letters, emails, memos, reports, budget requests, and court documents.
• Services as liaison to staff, County departments, outside agencies, and the public.
• Performs other duties as assigned.

Minimum Requirements

Education and Experience:
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 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.
• General knowledge of HR policies and procedures.
• Policies, practices, procedures and terminology of assigned function.
• Accounting, purchasing and budgeting procedures and techniques.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
• The Microsoft suite, including Outlook

• 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.
• Project Management

• Set office priorities and ensure that work is performed in a timely manner.
• Independently prepare correspondence, memorandums, and other materials.
• Organize diverse activities across two divisions.
• Perform responsible and complex administrative work involving the use of independent judgment.
• Research, compile, analyze, interpret and prepare a variety of fiscal, and administrative reports.
• Maintain confidential data and information for executive staff.
• Assist in monitoring a budget, implementing, and maintaining filing and accounting systems.
• Assist division managers in managing email responses
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and 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.

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.