Minimum Qualifications
Education and/or Equivalent Experience: - Graduation with a Bachelor’s degree from an accredited four (4) year college or university with major course work in Business or Public Administration or related field, plus four (4) years experience in a professional/administrative capacity.
- Experience may substitute for education up to a maximum of four (4) years.
Licenses or Certifications: Notes to Applicants
The Administrative Specialist position reports to the Customer Experience Operations Manager. The role includes responsibility for conducting research and preparing reports and presentations, handling information requests, planning meetings, and tracking status of multiple tasks through to completion. Limited structure and supervision; ability to be resourceful to navigate the organization for information and resources. Clerical work includes use of department credit card for office supplies and basic supplies for emergency activations, processing purchase request forms and invoices, entering work hours/earn codes into timekeeping software application (Banner).
Working with Austin Water provides a number of benefits including 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.
- 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.
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.
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 AW, as well as current AW employees considering Secondary employment.
All 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 lot, garage or in any personal vehicle located on the premises.
Pay Range
$23.76 - $27.56
Hours
Hours will be between 8:00 a.m. - 5:00 p.m., Monday - Friday, with flexibility to telework up to 2 days per week. Part Time
Job Close Date 07/31/2024 Type of Posting External Department Austin Water Utility Regular/Temporary Temporary (No benefits) Grant Funded or Pooled Position Not Applicable Category Clerical Location Glen Bell, Waller Creek Center Preferred Qualifications
Preferred Experience: - Experience supporting mid-upper level management who have responsibility for multiple work groups
- Experience using Adobe Acrobat, or similar, to create, edit and export PDF’s and create fillable forms; proficient in utilizing MS Outlook, Teams, Excel, Word, PowerPoint, SharePoint, and screen capture software
- Strong written and oral communication skills; Ability to correspond with internal and external customers in a clear and concise manner while exercising tact and discretion. Ability to create documentation, instructions, and recognition summaries
- Ability to be resourceful to navigate the organization for information and resources
- Experience tracking status of multiple project tasks
- Experience supporting a team that responds during times of emergency, after-hours and for extended periods
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. Provides administrative support on highly technical and/or specialized projects. Facilitates the handling of time sensitive request such as ORR’s (Open Records Request), CAF’s (Citizen Action Forms), RCA’s (Request for Council Action) as well as other confidential documents. Verifies accuracy and completeness of critical documents such as PIO (Public Information Office) requests, records, correspondence, regulations, etc. Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software. Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements. Conducts research, compiles data, and prepares documents for consideration and presentation. Files and retrieves documents, records and reports. Attends meetings, records minutes and distributes meeting notes. Maintains calendar, schedules meetings, conferences and events, plans travel itineraries and makes travel arrangements.
Responsibilities - Supervision and/or Leadership Exercised:- May provide leadership, work assignments, evaluation, training and guidance to others.
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 applicable processes, techniques, and methods.
- Knowledge of City practice, policy and procedures.
- Skill in oral and written communication.
- Skill in using computers and related software applications.
- Skill in handling multiple tasks and prioritizing.
- Skill in data analysis and problem solving.
- Skill in planning and organizing.
- Ability to work with frequent interruptions and changes in priorities.
- Ability to manage conflicts and concerns.
- Ability to understand and communicate technical information.
- Ability to exercise discretion in confidential matters.
- Ability to recognize and recommend process improvement.
- Ability to lead and train others.
- Ability to work with frequent interruptions and changes in priorities.
- Ability to establish and maintain effective working relationships with city employees and the public.
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 Specialist position are: Graduation with a Bachelor's degree from an accredited four (4) year college or university with major course work in Business or Public Administration or related field, plus four (4) years experience in a professional/administrative capacity. Experience may substitute for education up to a maximum of four (4) years. Do you meet these minimum qualifications?
* 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)
* How many years of experience do you have supporting mid-upper management who have responsibility for multiple work groups?
- None
- Less than 1 year
- 1-2 years
- 2-3 years
- 4 or more years
* What is your skill level using the following Software: Adobe Acrobat, Microsoft Outlook, Excel, Word, PowerPoint, SharePoint, teams, and screen capture software?
- Beginner
- Intermediate
- Advance
- Expert
* How many years of experience do you have creating documentation, instructions, and recognition summaries?
- None
- Less than 1 year
- 1-2 years
- 2-3 years
- 4 or more years
* How many years of experience do you have managing multiple projects simultaneously which have varying deadlines and deliverables while providing status updates.
(Open Ended Question)
* How many years of experience supporting a team that responds during times of emergency, after hours, and for extended periods.
- No Experience
- Less than 1 year
- 1-2 years
- 2-3 years
- 4 and more years
Optional & Required DocumentsRequired Documents Resume
Optional Documents
