Minimum Qualifications
Education and/or Equivalent Experience: - Graduation with a Bachelor’s degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity.
- Master’s Degree may substitute for required experience up to a maximum of two (2) years.
- Experience or education may substitute up to the maximum of four (4) years.
Licenses or Certifications: Notes to Applicants
The Administrative Supervisor will oversee support activities of the Administrative Services Division. They will manage a team of 8 direct reports and will report to the Administrative Manager. The Administrative Services Division consists of 27 team members and supports approximately 800 operations employees.
Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more - click
HERE for more information.
When completing the City of Austin employment application: - Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications. Please include contact information from previous employers.
- A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job title and employment dates for all jobs you wish to be considered. Please refer to the preferred qualifications listed in this posting when completing the “Duties and Responsibilities” section for each job listed on your application, describing which preferred qualifications are applicable for that position including any preferred software used.
- A resume is required but will not substitute for a complete employment application. Please do not use the phrase “see resume” or refer to other documents to complete your application. Do not leave the “Duties and Responsibilities” sections blank. These will be considered incomplete applications. Incomplete applications will not be considered.
- A cover letter is also required. In the cover letter candidates should describe, in a concise detail, their interest in this position and highlight any prior experience that is relevant to this position. If a cover letter as described above is not attached, the application will be considered incomplete. Incomplete applications will not be considered.
If you are selected to interview: - Your skill level in Business Writing and Microsoft Excel will be assessed, with a required minimum passing score of 70%.
If you are selected as a top candidate: - Verification of your education (which may include high school graduation or GED , undergraduate and/or graduate degrees) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.
- If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date.
- A criminal background investigation is required.
Travel: If you are selected for this position, and meet the
Driver Safety Standards in the City of Austin
Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
Secondary Employment: - All Austin Water employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.
- AW must review all secondary employment.
- Employees are required to submit a Secondary Employment Application for review and approval upon being hired with Austin Water, as well as current Austin Water employees considering Secondary Employment.
Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite - including construction sites, parking lots, garages or in any personal vehicle located on the premises.
Pay Range
$26.10 - $31.29
Hours
7:30 a.m. - 4:00 p.m., Monday - Friday, with some flexibility on start and end time.
This position offers up to 50% telework option
Job Close Date 07/11/2024 Type of Posting External Department Austin Water Utility Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 14050 Summit Dr, #121, Austin, Tx 78728 Preferred Qualifications
Preferred Experience: - Demonstrated experience in providing exceptional customer service, resolving complex customer issues, and showcasing strong problem-solving skills
- Experience with accounts payable and receivable and the processing of invoices with firm deadlines using the City of Austin AIMS , Works, or other similar financial management software
- Proficient in using software tools such as Adobe Acrobat, or similar, to create, edit and export PDF’s and create fillable forms Microsoft Office Suite, and screen capture software for creating and managing documentation such as SOPs, operations manuals, etc.
- Experience with records management and retention
- Effectively communicates clearly and concisely with internal and external customers while exercising tact, patience, and discretion in a professional manner
- The ability to work seamlessly with remote teams by leveraging chat, video conferencing, and other collaboration features to stay connected and productive, even when physically distant
- Ability to travel to more than one work location
Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. Coordinates and ensures adherence to quality standards, deadlines and proper procedures of work performed by office, administrative, or customer service employees. Provides employees with guidance in handling difficult or complex problems and in resolving escalated complaints or disputes. Interprets and communicates work procedures and policies and procedures to staff and assures compliance. Responds to and resolves sensitive inquiries and complaints, and issues from both internal and external sources. Interprets policies and procedures and recommends appropriate courses of action. Acts in a liaison capacity with other departments, divisions, and organizations. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data; provides written and/or oral reports. Works on multiple/diverse complex issues requiring advanced knowledge and experience. Develops and monitors budget. Monitors projects performance and timelines.
Responsibilities- Supervision and/or Leadership Exercised:- Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal
Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. - Knowledge of the daily operations of the area supported.
- Knowledge of supervisory and managerial techniques and principles.
- Knowledge of city practice, policy and procedures.
- Knowledge of applicable processes, techniques and methods.
- Knowledge of fiscal planning and budget preparation.
- Skill in oral and written communication.
- Skill in handling multiple tasks and prioritizing.
- Skill in using computers and related software applications.
- Skill in data analysis and problem solving.
- Skill in planning and organizing.
- Ability to work with frequent interruptions and changing priorities.
- Ability to establish and maintain good working relationships with city employees and the public.
- Ability to conduct research, identifying and analyzing trends, including root cause analysis.
Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.
Supplemental QuestionsRequired fields are indicated with an asterisk (*).
* The minimum qualifications for the Administrative Supervisor position are: Graduation with a Bachelor's degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity. Master's Degree may substitute for required experience up to a maximum of two (2) years. Experience or education may substitute up to the maximum of four (4) years. Do you meet these minimum qualifications?
* How many years of experience do you have supervising employees directly, including hiring, coaching and having full responsibility for development and performance management?
- None
- Less than two (2) years
- Two (2) to four (4) years
- Four (4) to six (6) years
- Six (6) to eight (8) years
- Eight (8) to ten (10) years
- More than ten (10) years
* Which of the following supervisory experience do you have? (Select all that apply)
- I have experience communicating clear direction for employees to meet performance goals
- I have experience completing performance reviews
- I have experience mentoring employees
- I have experience providing employee recognition
- I have experience counseling employees
- I have experience developing and implementing team performance measures
- I have experience tracking performance metrics, accountability and identifying performance gaps to improve quality of service
- None of the above
* Do you have demonstrated experience providing excellent customer service and facilitating resolution of complex customer issues, coordinating, collaborating, and working effectively with other departments or units within an organization and adapting communication styles to meet the needs of internal and external customers and business objectives?
* What specific responsibilities have you handled in the accounts payable process?
- Tracking Outgoing Payments: Monitoring and managing payments that need to be made
- Monitoring Company Expenditures
- Maintaining Records: Keeping accurate financial records
- Handling Petty Cash: Managing small cash transactions
- Paying Vendors and Service Providers: Timely payment processing
- Reconciling Statements and Payment Records: Ensuring accuracy
- Corresponding with Vendors: Addressing billing and payment inquiries
- Analyzing Accounts: Preparing reports and maintaining financial data
- None of the above
* What specific responsibilities have you handled in the accounts receivable?
- Processing Invoices and Billings: Generating and distributing customer invoices accurately, reflecting the products or services provided; Ensuring prompt invoice delivery for timely payment processing
- Monitoring and Collecting Payments: Regularly reviewing accounts, identifying overdue payments, and addressing discrepancies; Negotiating payment terms and handling disputes
- Cash Application: Accurately maintaining financial records
- Maintaining Customer Relationships: Acting as a point of contact for payment-related queries, providing exceptional customer service, and collaborating with other teams
- Reporting and Analysis: Compiling and analyzing data related to accounts receivable, preparing insightful reports for management
- None of the above
* Which of the following experience do you have? (Select all that apply)
- I have demonstrated experience identifying, developing and implementing process improvements
- I have experience providing guidance and advice to management on developing, implementing, and revising existing policies and procedures
- I have strong organizational skills and demonstrated experience in planning, organizing, and managing the delivery of administrative service to support organizational goals
- I have experience preparing, presenting, and monitoring training and employee development, including coordinating with other departments or divisions to provide training
- None of the above
* Which of the following describes your experience with accounts payable and receivables? (Select all that apply)
- I have experience with accounts payables
- I have experience with accounts receivables
- I have experience processing invoices using the City of Austin AIMS system
- I have experience processing invoices using a similar purchasing/procurement software
- None of the above
* Do you have the ability to travel to multiple sites as part of the regular job duties?
* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.
- I acknowledge and understand this position requires a Criminal Background Investigation.
* Were you referred to this opportunity by an Austin Water employee? If yes, please provide employee’s full name.
(Open Ended Question)
Optional & Required DocumentsRequired Documents Cover Letter Resume
Optional Documents
