Temporary - Administrative Senior

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job.
• Any combination of education and/or work experience will substitute for minimum qualifications

Licenses or Certifications:

• None.

Notes to Applicants

POSITION OVERVIEW :

The Administrative Senior will provide administration and program support for Guest Services/Art & Music division.

Daily administration support will include (but not limited to) answering phones, mail, email, meetings planning and participation, scheduling, maintaining files and documents, memo writing, and research and reporting. Support aviation, terminal, outreach, and emergency events and guest services programs such as survey processes and language access.
Manages purchasing for the division, including travel requests, office supplies, and transaction tracking.
Serves as the division records management SPOC .

This is an essential position that does not telecommute.

ASSESSMENT :

A skills assessment will be required for this position.

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.

APPLICATION INFORMATION :

• A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position.
• Please list your complete employment history, to include all job duties, responsibilities and employment dates on your online application.
• The application is an official document; incomplete applications will not be considered (i.e., “see resume” or “see LinkedIn profile”).
• Resumes will not be used to qualify for the position and will not be used to recommend salary.
• Supplemental information or changes to your application will not be accepted after the job posting closes.
• The responses to the supplemental questions inquiring about experience should be reflected on your application.

VETERAN :

Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

GOOD STANDING - DEPARTMENT / DIVISION POSTINGS :

Employees, in Good Standing, who are candidates within the department/division that the position resides in and who meet the minimum and preferred qualifications (if any) of the position will be included in the initial interview. Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

ESSENTIAL PERSONNEL :

This position is categorized as an Essential Personnel. Essential personnel are required to come to work during emergencies or bad weather at the airport if they are scheduled to work and in some cases when they are not scheduled.

CRIMINAL HISTORY BACKGROUND CHECK :

Top candidate will be subject to a minimum 10 year criminal background check and security threat assessment.

LANGUAGE :

Must have the ability to read, write, and fluently speak in English.

WORK HOURS :

Shift may change according to departmental needs. Work hours may include after hours, holidays, and weekend work

OVERTIME :

Overtime may be required with or without notice.

DEPARTMENT MAY CLOSE THE JOB POSTING AT ANY TIME AFTER 7 DAYS
Pay Range
$21.18 - $23.56

Hours
Core Hours:
Monday - Friday: 8:30 AM - 5:30 PM
Hours may change depending on departmental needs.
Work hours may include after-hours, holidays, and weekend work.
Job Close Date 08/19/2024 Type of Posting External Department Aviation Regular/Temporary Temporary Grant Funded or Pooled Position Not Applicable Category Clerical Location Austin Bergstrom International Airport (AUS) Preferred Qualifications

• Strong verbal & written communication
• Attention to detail and organizational skills
• Project and time management skills
• Advanced computer skills - Word, Excel, PowerPoint
• Experience with creating and managing databases and tracking systems
• 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.

Provides administrative support on projects by researching and compiling data. Distributes and reconciles petty cash requests. Monitors and tracks interdepartmental documents. Creates, maintains and archives documents. Schedules and coordinates meetings and appointments. Greets visitors, handles their inquiries and directs them to the appropriate person according to their needs. Answers multi-line phones, transfers calls and takes messages. Opens, sorts and distributes incoming mail. Creates and maintains files, documents, records and reports. Orders and receives office supplies, ensures invoices match deliveries, notifies appropriate personnel of discrepancies. Prepares memos, letters and other documents.

Responsibilities - Supervisor and/or Leadership Exercised:

• May lead or train 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 train others.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to quickly recognize and analyze irregular events.
• Ability to establish and maintain good working relationships with other 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.
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 Questions

Required fields are indicated with an asterisk (*).
* This position requires graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job. Any combination of education and/or work experience will substitute for minimum qualifications. Do you meet these minimum requirements?

• Yes
• No

* The Transportation Security Administration (TSA-division of the USA Dept. of Homeland Security) requires all employees of the Austin-Bergstrom International Airport to pass a minimum 10-year criminal background investigation and security threat assessment. 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 Criminal Background Check to be hired.

• I acknowledge and understand this position requires a 10-year Criminal Background Investigation and security threat assessment

* Describe your experience managing multiple projects simultaneously which have varying deadlines and deliverables.
(Open Ended Question)
* Describe your experience with Graphic Design Programs like Canva, Adobe Creative Suite, or similar.

• None: No experience with any type of graphic design program
• Beginner: Basic design principles
• Intermediate: Proficiency in Graphic design program like Canva, AdobeSpark, or similar program
• Advanced: Advanced layout and typography, proficiency in Illustrator and InDesign
• Expert: Brand identity development, digital and print media integration, visual strategy formulation, multidisciplinary design integration, creative direction

* Briefly describe your stakeholder interaction skills and experience.
(Open Ended Question)
* Describe your experience with creating and managing databases and tracking systems.
(Open Ended Question)
* Describe your experience with verbal & written communication.
(Open Ended Question)
* Describe your attention to detail and organizational skills.
(Open Ended Question)
* Describe your project and time management skills.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, PowerPoint and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations
• Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields create a variety of presentations, & reformat individual slides
• Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another create/edit complex, professional-quality

* Do you have the ability to travel to more than one work location?

• Yes
• No

* Were you referred to this opportunity by a current Aviation employee? If yes, please provide the employee’s full name.
(Open Ended Question)
Describe your experience managing multiple projects simultaneously which have varying deadlines and deliverables while providing status updates to stakeholders.
(Open Ended Question)


Optional & Required Documents

Required Documents Optional Documents

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