Job Description

Posting number: 27-10927

Department: County Clerk

Job classification: OFFICE ASSISTANT

Posting type: Open & Promotional

Categories: Office and Administrative Support

Summary

The Travis County Clerk’s Office is seeking a service-oriented, detail-driven External Affairs Assistant to support the County Clerk’s external affairs and administrative functions. This position contributes to the office’s external affairs goals and strategies by supporting public accessibility, transparency, constituent engagement, and effective communication of County Clerk services. Working under the direction of division leadership, the External Affairs Assistant provides essential support to the External Affairs team and the elected official, helping foster meaningful community and governmental relationships, strengthen public confidence in the office’s effectiveness and accuracy, and advance the office’s commitment to effective, ethical, and responsible governance.

Distinguishing Characteristics

This position provides administrative and operational support for external affairs, communications, community engagement, and executive functions. The position performs assigned support activities under the direction of division leadership and established procedures, with responsibilities that contribute to the division’s public-facing initiatives and organizational priorities.

This position reports to the Assistant Director of External Affairs and works within the External Affairs division. The division includes the Assistant Director, Executive Assistant to the Elected Official, Community Liaison, Public Information Specialist, and two Commissioners Court Specialists.

Examples of duties

• Assists with the preparing, editing, formatting, and distribution of communications and public information materials, including correspondence, presentations, reports, newsletters, and community outreach materials.
• Supports external affairs and communications initiatives by assisting with social media content development, editing, website updates, photography, and other public information activities. Posts pre-approved content and proposes content concepts in coordination with division leadership.
• Provides logistical and administrative support for community outreach activities, public engagement initiatives, and special events, including preparing materials, coordinating registrations, managing supplies, and assisting with event setup and breakdown.
• Assists with community outreach and constituent engagement by supporting communications with community partners, maintaining contact lists, coordinating outreach activities, and providing courteous and timely responses or referrals to members of the public, as appropriate.
• Provides administrative and executive support to the elected official and the External Affairs team, including assisting with scheduling, maintaining calendars, coordinating meetings, preparing agendas, documenting meeting notes, and tracking follow-up items and deadlines. Serves as backup to the Executive Assistant to the elected official, as assigned.
• Performs data entry and maintains accurate records, databases, mailing lists, spreadsheets, and other administrative tracking systems in accordance with County policies and departmental procedures.
• Exercises sound judgment and discretion when handling sensitive, confidential, and privileged information in accordance with applicable laws, County policies, and departmental procedures.
• Collaborates effectively with County departments, elected officials, community organizations, vendors, and members of the public while providing courteous, professional customer service.
• Performs other job-related duties as assigned.

Qualifications

Education and Experience:

High School diploma or G.E.D. AND one (1) year of office/clerical 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:

A valid Texas Driver’s License is required.

Must be a registered voter

Preferred:

Experience with data entry, general office software and equipment, word processing, spreadsheets, social media platforms, communications materials, and administrative or community outreach support.

Knowledge, Skills, and Abilities:

Knowledge of:

• General office administration practices, procedures, and customer service principles.
• Business English, grammar, spelling, punctuation, and professional correspondence.
• Microsoft Office applications and other standard business software.
• Basic administrative coordination, meeting support, and recordkeeping practices.
• Principles of handling confidential and sensitive information.
• Basic communications, social media, and public information practices.

Skill in:

• Organizing and prioritizing multiple assignments in a fast-paced environment.
• Providing professional, courteous, and diplomatic customer service.
• Preparing, proofreading, editing, and formatting correspondence, reports, presentations, and other communications.
• Operating computers and standard office equipment.
• Maintaining accurate records, databases, and administrative tracking systems.
• Managing time effectively, demonstrating attention to detail, and identifying routine problems and appropriate solutions.

Ability to:

• Manage multiple assignments and meet established deadlines under the direction of division leadership.
• Exercise discretion, sound judgment, and professionalism when handling confidential, sensitive, or privileged information.
• Communicate effectively, both verbally and in writing, with County employees, elected officials, community partners, and members of the public.
• Establish and maintain effective working relationships with diverse stakeholders.
• Work collaboratively as part of a team while completing assigned tasks independently.
• Learn new software applications and adapt to changing priorities and operational needs.
• Follow verbal and written instructions and perform other duties as assigned.
• Actively and with a positive demeanor participate in team building, community outreach, and other public facing activities during work hours.

Supplemental information

Schedule and Work Location: Work hours are typically 8 AM to 5 PM, Monday through Friday. Because this position supports the elected official and the operations of the County Clerk’s Office, a flexible schedule is required to meet departmental needs. Work may include early mornings, late evenings, weekends, and holidays, particularly during peak election periods. Employees may also be required to be available for on-call assignments during critical operational periods.

Non-exempt employees may be eligible for a hybrid remote work schedule after successfully completing the six-month probationary period, subject to departmental needs and applicable County policies. Remote work may not be permitted during critical election periods

Work Environment: This position involves regular interaction with constituents, members of the public, County employees, and elected officials. Work may occur in office, community, and outdoor settings and may involve high-stress environments, particularly during election cycles. Employees may be assigned business continuity responsibilities that involve exposure to communicable diseases, hazardous materials, or other challenging working conditions.

A valid Texas Driver’s License is required, and employees must be able to travel between work locations and other sites as needed.

Physical Demands: Physical requirements include lifting and carrying a minimum of 35 pounds, and employees may be required to lift or carry up to 100 pounds. The position also involves standing, sitting,

walking, climbing stairs, bending, stooping, crouching, kneeling, squatting, pushing, pulling, reaching, twisting, balancing, and repetitive motion.

Visual acuity, speech, hearing, hand-eye coordination, and manual dexterity are necessary to operate a computer, monitor, keyboard, printer, fax machine, copier, and other basic office equipment.

Business Continuity and Cross-Training: Travis County employees play an important role in business continuity and may be assigned to business continuity efforts outside of their normal job functions. In addition, cross-training is a vital component of the County Clerk’s vision for a dynamic, adaptable, and empowered workforce. Equipping employees with a broad understanding of various roles strengthens the overall team, enhances collaboration, and fosters professional growth.

This job description is intended to be generic in nature and is not a comprehensive list of all duties and responsibilities. The essential duties, functions, responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: 8 am - 5 pm, Monday-Friday.

Location: 5501 Airport Blvd

Department: County Clerk

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: Jordan.Beswick@traviscountytx.gov

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.