Administrative Specialist

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:

• None.

Notes to Applicants
This position will provide daily office management for the Wildfire division including (but not limited to) answering phones, supporting walk-in customers, 3-1-1 inquiries, mail, email, meeting agendas and minutes, scheduling, memo writing, work orders. Organizes and attends community events, some outside of regular work hours, requiring flexing of the work schedule or overtime compensation. Works with community members on programming. Manages purchasing for the division, including travel requests and deployment reimbursement paperwork. Serves on the department records management team. This is an essential position that does not telecommute.

This is an essential position that does not telecommute.

Please note the following when completing the City of Austin application for this position:

• Please be sure to detail on the application all the previous employment experience 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. Applications missing information and/or documents will be deemed incomplete applications and will not be considered.
• Austin Fire Department may close the posting any time after seven days from the initial advertisement. Once a position is closed, no additional applications will be accepted.

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.
Pay Range
$23.76 - $27.56 per hour
Hours
Monday-Friday; 8:00 a.m. - 5:00 p.m.
Job Close Date 07/29/2024 Type of Posting External Department Fire Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 12010 Brodie Ln, Austin, TX 78748 Preferred Qualifications
Preferred Experience:

• Intermediate - Advanced skills with Microsoft Office Suite
• Ability to work in a fast-paced environment and manage critical deadlines
• Ability to manage frequent interruptions and adapt to rapidly changing priorities
• Quick to learn new skills and understand tasks
• Strong customer service skills
• Strong note taking skills
• Ability to travel to multiple work site locations
• Knowledge of the National Cohesive Wildland Fire Management Strategy

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 - Supervisor 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
The 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The minimum qualifications for this position include 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?

• Yes
• No

* 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.

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* How many years of Customer Service experience do you have?

• Less than 1 year
• 1 to 3 years
• 3 to 5 years
• More than 5 years

* Describe your experience with Microsoft Excel

• None or Novice - Never used MS-Excel or have used another software to create spreadsheets.
• Skilled - Use MS-Excel to create spreadsheets on occasion. Know basic functions such as setting up spreadsheet rows and columns, entering basic formulas such as SUM, and formatting data to print. Know how to insert rows or columns or otherwise re-arrang
• Proficient - Use MS-Excel on a regular basis to create reports and graphs. Know how to use more complex formulas such as SUMIF and link data between multiple spreadsheets. Familiar with quick keys (hot keys or shortcut keys) and use them extensively.
• Expert - Use MS-Excel to create pivot tables. Know how to create and edit macros.

* Please describe your approach to note taking/meeting minutes and how they are most effectively used.
(Open Ended Question)
* Please describe what knowledge or familiarity you have with the National Cohesive Wildland Fire Management Strategy.
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Cover Letter Optional Documents

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