Administrative Technician I (2109-14-OH)

Job Title: Administrative Technician I

Job Posting #: 2109-14-OH

Posted: September 27,2021
Deadline: Until Filled

“Because We Care” – Travis County Emergency Services District Number 2 offers fire protection and emergency medical services to over 130,000+ residents throughout almost 100 square miles located 15 minutes northeast of Austin. It is headquartered in Pflugerville, Texas where a safe & family-oriented community aims to balance the preservation of our vibrant history alongside our entrepreneurial spirit to provide all people with exceptional amenities & an extraordinary quality of life. With flourishing industries as well as forward thinking community leadership, our District offers many opportunities for growth, while at the same time maintaining a rural atmosphere.

Application:

Interested applicants must complete the online District Employment Application with all supporting documentation (e.g. Form DD214, resume, academic transcripts, certificates, etc.) attached by the deadline above.

 

Division: Operations

Classification:  Regular, Full-time, Non-exempt

Summary:

Under moderate supervision, the Administrative Specialist provides the division(s) director with administrative assistance on routine actions and special projects as well as administrative support for other staff members and divisions.

Essential Functions:

Duties and functions, pursuant to the Americans with Disabilities Act, may include the following (but not limited to):

  • Interacts with the public, district personnel, and others as a part of daily activities.
  • Provides support activities for the district such as answering telephones, assisting visitors and resolving problems.
  • Presents a professional, welcoming first contact to all clients, vendors, staff, etc. – by phone, in person, and email.
  • Sorts, delivers and pick-ups mail and collect funds.
  • Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software as needed.
  • Maintains calendar, schedules meetings, conferences and events, plans travel itineraries and makes travel arrangements.
  • Supports general purchasing and receiving functions and performs all related administrative documentation associated with receiving and shipping in accounting software.
  • Assists in maintaining office appearance, meetings and event set up, coordination, tear down and clean up.
  • Assists Director of Facility and Logistics with planning, coordinating, estimating, and scheduling maintenance and building projects.
  • May assist in specification development for Request for Quotes, Invitation for Bids, and Request for Proposals for goods and services. Work involves planning, research, organizing, coordinating for various types of solicitations, reviewing bid and final negotiations.
  • May ensure all purchase requisitions are reviewed for completeness and compliance prior to processing Purchase Orders.
  • May maintain contract, purchase order and bid documents, as well as other procurement related documentation, as needed for internal reference and/or for compliance with records retention rules.
  • May confer with vendors to obtain product or service information, such as price, availability, and delivery schedule.
  • May update and monitor vendor activity in procurement system. Maintain computerized procurement records, such as items or services, cost comparison, delivery, product quality or performance, and inventories.
  • Manage and book events in Pfluger Hall.
  • May coordinate with IT vendor to troubleshoot/resolve issues.
  • Provides timely and accurate delivery of items received to appropriate parties.
  • Organizes and coordinates projects, conferences and other events.
  • Maintains District asset inventory, performs and reports annual asset inventory for all District assets.
  • Develops and maintain proficiency in operation of AV systems within the organization, and assists with employee setup for presentations.
  • Communicates with all parties as to the status of products and services required for the District to maintain an efficient and effective operation and to support and facilitate ongoing quality service.
  • Performs other duties as assigned.

Supervisory Responsibility:  None.

Knowledge, Skills, Abilities:

Must possess required KSAs and experience and be able to explain, demonstrate, with or without reasonable accommodation, that essential functions of the job can be performed, with or without reasonable accommodations, that the essential functions of the job can be performed.

  • Knowledge of MS Office and standard desktop software.
  • Knowledge of District practices, policy, and procedures.
  • Knowledge of applicable processes, techniques, and methods related to purchasing.
  • Knowledge of standard billing practices and procedures.
  • Knowledge of basic mathematics.
  • Skill in oral, verbal and written communication.
  • Skill to communicate with different audiences & customers through written and verbal means.
  • Skill in handling prioritizing and multiple task.
  • Skill to present a professional, courteous, and friendly demeanor at all times before the public and internal customers.
  • Skilled in collaborating with both internal and external customers.
  • Skill in using computers and related software applications.
  • Skill in data analysis and problem solving.
  • Ability to organize and adhere to a busy schedule.
  • Ability to presents a professional, courteous and friendly demeanor at all times before the public, even while under pressure from performance deadlines.
  • Ability to establish and maintain effective communication and working relationship with District employees and the public.
  • Ability to demonstrate positive and proactive attitudes, practices and behaviors to ensure teamwork and organizational goal attainment.
  • Ability to coordinate multiple priorities and produce accurate work despite frequent interruptions and changes in priorities.
  • Ability to review invoices and bills for accuracy and completeness.
  • Ability to keep records
  • Ability to exercise discretion in confidential matters.
  • Ability to demonstrate excellent organizational and customer service skills.

Physical Demands:

This job operates in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is largely a sedentary role; however, some filing may be required. Position also requires walking throughout District building onsite and occasionally building offsite. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

  • Ability to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, or crouch.
  • Ability to move freely from sitting to standing to squatting positions and be able to lift and carry objects weighing up to 50 pounds.

Hours of Work:

This is a full-time position of a minimum 40-hour week. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Evening and weekend work may be required as job duties demand.

Travel:

No regular travel is required.

Required Education, Knowledge and Experience:

  • High School Diploma or equivalent.
  • Minimum 1 year experience providing administrative support.
  • Minimum 1 year experience in customer service.
  • Experience using Microsoft Office applications, i.e., Word, Excel, and Outlook.

Compensation:  Starting Hourly Rate: $15.11 – $17.05   DOQ/E

 

Disclaimer

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.  TCESD No. 2 is an equal opportunity employer.  Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position.  This job description does not constitute an employment agreement between the District and the employee and is subject to change as the needs of the District and requirements of the job change.

 

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