CDBG – CV Administrative Associate Temporary

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.

This is a temporary grant-funded position. The Community Development Block Grant-Coronavirus (“CDBG-CV”) grant may be renewed annually.

This position supports the Planning Manager and staff of the Community Development Block Grant (CDBG) Office through extensive administrative work and varied project assistance work. Because of the nature of the unit’s scope and area of work, this individual’s work will entail both highly advanced administrative skills and project or programmatic support knowledge. The ideal candidate for this position will be able to thrive in a high-paced working environment and will be someone who works well multi-tasking, collaborating, and working with different non-profit agencies and the community. The Administrative Associate working on CDBG-CV programs will be instrumental with helping ensure the proposed use of funds spent for the preparation, prevention, or response to COVID-19. Becoming familiar with all CDBG-CV specific regulations, paying close attention to detail, and helping the team ensure contract compliance are all critical functions. If you like high-paced, analytical work or enjoy policies and procedures, this position is a perfect fit for you!

ADMINISTRATIVE- Executes a variety of highly complex technical work unique to daily work unit. Serves as CDBG’s representative and point of contact for general administrative functions.

RESEARCH/DATA SUPPORT- Performs varied research, planning, and data related duties. Work may include proofing/editing CDBG documents or products or basic research such as web searches, literature review, and/or data compilation to more extensive data mining, data analysis, or other assistance with reports.

SPECIAL PROJECTS- Supports CDBG on priority project work as designated by CDBG’s workplan, e.g. Section 3 program development, public engagement processes, fair housing and any other special projects identified.

COMMUNICATION-Work requires independent judgment, initiative and authority. In addition, this position will require high level communication skills, as he/she will often be serving as a liaison within and outside of the department with other county staff, peers, officials, agencies, and the public via phone, electronically, and in person.

QUALITY CONTROL – This position provides needed administrative and program support to the CDBG-CV grant. It will also provide the needed staffing pattern to improve internal controls to improve grant compliance.

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

• Performs direct administrative support services for the Community Development Block Grant, a highly complex Federal grant program including office supplies, updating the timely spending report, management of electronic and paper filing systems, maintaining the CDBG work plan, general phone number voicemail and email account.
• Schedules and coordinates appointment calendar as directed. Schedules meeting rooms, reserves necessary equipment and assembles necessary materials. Serves as notary public.
• Receives, reviews and verifies accounts payable and backup documentation, resolves discrepancies, obtain required authorizations and processes or prepares and submits transactions for further processing. Monitors status of invoicing to insure timely payments. Maintains direct communications with subrecipients and various Travis County departments to facilitate research, problem solving and processing of accounting transactions.
• Utilization of the designated grant management system, to screen, score, select and manage each project’s contract, invoicing and performance reporting throughout the program year.
• Organizes and complies program data for the utilization of the IDIS HUD website for grant reporting and management of projects.
• Performs subcontractor clearance to ensure federal compliance in order to do business with Travis County. Researches property details and ownership in preparation of contract documents. Performs on-site pre-construction meetings with resident clients and subrecipient representatives for project delivery of Home Rehabilitation Program.
• Assists with the public engagement process including mail outs, research of best practices, update of outreach methods and affirmative marketing plans, placement of newspaper advertisements, updates of policy and procedures, manages the CDBG web pages and social media accounts.
• Assists the Senior Planner(s) with research or other duties, as appropriate, for environmental review reports and project management. Assists the Planning Manager with on-going self-evaluation of the grant program to reduce compliance issues and develop and implement needed changes.
• Responsible for initial invoicing review for subrecipients; authorizing and processing advertising; purchases for office supplies, various public notices throughout the year; payment processing of membership dues and other subscription services to facilitate grant management.
• Performs other job-related 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.

Preferred

One (1) year of supervisory experience.

Bilingual preferred.

Knowledge, Skills, And Abilities

Prior administrative associate experience preferred.

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.

Skill 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 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

• 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.

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.

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.

Work Hours: 8:00 AM to 5:00 PM; Monday through Friday

Location: 5325 Airport Blvd, Austin, TX

Department: Health & Human Services

Criminal, Driving, Education, and Employment Background Check Required