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Corporations Operations Specialist

1 month ago

Austin, United States Travis County Full time

Under the supervision of the Corporations Program Manager, the incumbent is responsible for performing a variety of complex administrative duties for the Travis County Corporations. Responsibilities include scheduling, data collection, correspondence management, report drafting, and preparing presentation materials. Assists with processing of financial and operational information documents. Assists with coordination and distribution of a variety of documents to the Travis County Corporations’ Board of Directors, private sector partners and other external stakeholders. The Operations Specialist II works collaboratively with County staff and external parties as needed to ensure efficient day-to-day operations. Distinguishing Characteristics This isa job in the Administrative Support job family. This position is distinguished by the amount of organization independence for both actions and decision-making and by the level of supervision, as well as the experience required. This classification will be responsible for the management of administrative items for the Corporations. Under supervision, this position will successfully perform all assigned job responsibilities in support of the Travis County Corporations. This classification may require a flexible work schedule to meet the needs of the Corporations. Assists the Corporations with scheduling, calendar maintenance, and related materials as needed. Serves as a representative and liaison for the Travis County Corporations by resolving issues and concerns via e-mail, phone, and in-person. Maintains confidential and sensitive information in digital and physical formats. Screens and distributes all forms of correspondence to internal and external parties. Coordinates signatures for documents and/or notarization to meet transactional deadlines. Conducts research and analyzes applicable program information and guidelines to provide correct information to inquiring parties. Prepares reports and handles special projects as assigned. Creates and maintains administrative forms or applications for the Corporations. Reviews, tracks, and may draft Corporations’ agenda item requests and Board of Directors' minutes. Responsible for assisting with agenda items, related materials, and submission to agenda management system in accordance with established procedures and deadlines. Reviews, tracks, and drafts the minutes for the Board of Directors’ meetings. Assists with receiving, tracking, and processing of payment requests, invoices, and other related financial documents. Maintains all informational updates to the Travis County Corporations website. Performs other job-related duties as assigned. 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. Preferred: Valid Texas Driver’s License. Texas Notary Public. Knowledge of: Policies, practices, procedures, and terminology specific to division function. Federal, State, Local and County applicable laws, rules, regulations and guidelines. Administrative and related business principles. Organization and time management principles. Computer equipment to include word processing, spreadsheets, databases, and a variety of software packages. Skill in: Planning, problem-solving, and prioritizing workflow. Following through on verbal and written direction. Business letter writing, grammar and punctuation, and report preparation. Excellent verbal and written communication. Ability to: Work independently. Manage time well, perform thorough multiple tasks and organize diverse activities. Accurately receive, research, analyze, and effectively communicate information Perform responsible and complex administrative work involving the use of independent judgment Establish priorities and ensure that work meets all applicable deadlines Handle confidential and sensitive information with the highest degree of professionalism and discretion Perform in a stressful environment while maintaining a professional manner Physical requirements include the ability to lift/carry up to 10-15 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, sitting, walking, climbing, crawling, bending, stooping, crouching, kneeling, pushing, pulling, reaching, twisting, balancing, repetitive motion, and squatting 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: Monday - Friday 8 am - 5 pm Department: Planning and Budget Location: 700 Lavaca St; Austin, TX 78701 Suite 1560 Resume Attachment Required Criminal Background Check 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. #J-18808-Ljbffr