Administrative Associate - Office of First Defense

The Office of First Defense (OFD) provides quality legal defense to persons magistrated in Travis County under Article 15.17 of the Texas Code of Criminal Procedure. Magistration is the critical step in the Criminal Legal Process in which an Arrestee goes before a Magistrate Judge to have their bail and the conditions for their release set.  The attorneys selected for this position will represent indigent arrestees at these bail hearings.  Once fully staffed, the office will represent approximately 14,000 clients each year in these limited-scope proceedings. This is an opportunity to help create a holistic, client-centered public defender office from the ground up.

The Administrative Associate will assist OFD staff and leadership with advanced administrative support activities, under general supervision. Performs a variety of highly complex administrative work unique to the work unit. Work requires independent judgment, initiative and authority. Work includes coordinating staff and general administrative functions to include monitoring budgets, administrative affairs, personnel matters, and interpreting policies and procedures. Serves as liaison between the department, officials, agencies, and the public. 

Performs a variety of research, planning, and technical duties. Handles problems and non-routine situations by determining the approach or action to take and implementing guidelines, policies and procedures. Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and judgment. Sets work unit priorities and interprets policies. Authorizes purchase requisitions and budget adjustments. Utilizes knowledge of policies and procedures to speak on behalf of supervisor and performs constituent services. 

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.

• Performs direct administrative support services for OFD division director and staff. Schedules and coordinates appointment calendar as directed utilizing knowledge of priorities and prearranged plans. 
• Schedules meeting rooms, reserves necessary equipment, prepares daily itineraries and assembles necessary background materials. Sends meeting notices and reminders. Attends meetings to record and report on proceedings. Keeps supervisor(s) informed of significant items requiring supervisory review or action. May prepare Commissioners agenda packet for Commissioners Court meetings and brief supervisors on agenda items. May serve as notary public.
• Supervises, monitors, prioritizes and makes daily decisions on workload schedules to meet work unit operations. Trains and supervises clerical staff. Interviews, evaluates, and makes recommendations for hiring, merit increases, promotions, disciplinary actions, and dismissals. 
• Completes personnel forms, workers compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies, prepares and/or updates timesheets. Distributes payroll checks. Completes personnel action forms, vacancy announcements and issues staff identification cards. May serve as personnel liaison.
• Maintains, monitors and reconciles departmental budgets. Prepares monthly report of expenditures. Responsible for departmental purchasing, for recording expenditures, and for fiscal control over line items in division’s administrative budget. 
• Monitors expenditures and performs budget analysis on accounts and review of transactions. Authorizes expenditures or actions for administrative and operational needs. Researches discrepancies and prepares special and recurring management financial/budget departmental reports. Participates in budget preparation and justification. Monitors equipment repairs. Purchases or approves for purchase of office supplies.
• Assists in preparing all departmental policies and procedures. Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with policies and regulations. Develops and selects relevant research and evaluation tools from a variety of sources. 
• Conducts research and prepares summaries for supervisor. Analyzes information, performs and calculates statistical analysis, and compiles data to prepare special and recurring reports containing specialized information.
• Serves as liaison to staff, city and County departments, other agencies, Elected Officials and the public. Coordinates communication exchange between various entities and departments. May represent the department head or Elected Official on various committees and at meetings. May prepare press releases and coordinate responses to media inquiries and/or press conferences, interviews, speeches and other special events. 
• Answers inquiries and composes complex, confidential and technical correspondence, articles and speeches in accordance with established guidelines. Develops and implements office forms and procedures. Researches and interprets rules, regulations, policies and procedures to staff, other agencies, and the public. May coordinate department-wide events and functions. 
• Performs other job-related duties as assigned.

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.

Preferred:
One (1) year of supervisory experience.

Knowledge, Skills, and Abilities:

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 to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

• Training and supervising administrative and clerical staff.
• 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.

• 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 departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

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.

Work Hours: Traditionally Monday – Friday; also serves as a backup for nontraditional shifts including early mornings, evenings, weekends, and holidays.

Location: 507 W. 11th St

Department: Community Legal Services

Criminal Background Check, Education, and Employment Verification Required 
 
This 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.