Administrative Specialist (Support Services Division)

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

DEPARTMENT OVERVIEW :
Please learn more about our department and how we serve our community: What does the Watershed Protection Department do?

POSITION OVERVIEW :
The Watershed Protection Department ( WPD ) is seeking to fill one Administrative Specialist vacancy who will be responsible for providing AD (Assistant Director) support along with various administrative functions to department staff. This position would serve as the first point-of-contact with the public.

The position will be located at WPD facilities:

411 Chicon Austin, Texas 78702

Other responsibilities may include but are not limited to purchasing office & other supplies, conduct follow-ups with internal and external stakeholders, assist with departmental projects, records management, maintain shared calendars, schedule in-person & virtual meetings, track documents and routed for signature.
BENEFITS :
Working with the City of Austin provides a number of benefits such as low-cost medical, dental, vision, paid leave time, a retirement plan, career development opportunities and more. Please read about the City of Austin benefits | Active Employee Benefits | AustinTexas.gov
EDUCATION :
Verification of education will be conducted on the top candidate.

CRIMINAL BACKGROUND INVESTIGATION :
This position requires a Criminal Background Investigation.

ASSESSMENT :
Standardized assessments will be given as part of the interview process.

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.

ABOUT YOUR EMPLOYMENT APPLICATION (Please read carefully):
When completing the City of Austin Employment Application:

• Include details on the application or prior or current work history with the City of Austin.
  • A resume is required, it does not substitute for a complete employment application.
  • A detailed and complete employment application will help us better evaluate your qualifications and will be used to determine salary if you are selected for this position.
  • Include details on the application of any previous employment that you wish to be considered as part of your qualifications and relevant experience. Provide each job title and employment dates for all jobs on the application. Your work history should include duties you performed. “See Resume” is not acceptable and your application will be considered incomplete.
  • Work history must include the month and year of employment and whether it was full or part-time work.
  • Any relevant work history on the resume must also be reflected in the employment application in order to be considered.

Pay Range
$23.76 - $27.56

Hours
40 hours per week, Monday - Thursday 6:00 a.m.- 4:30 p.m.

May require working outside of normal business hours, including evenings, weekends, and holidays as dictated by business needs.

Job Close Date 09/05/2024 Type of Posting External Department Watershed Protection Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 411 Chicon Austin, Texas 78702 Preferred Qualifications
Preferred Experience:

• Calendar management, manage meeting/event logistics, manage confidential information, experience working with executive level staff
• Detail oriented, organizational skills, multi-tasking, time management skills
• Experience with Outlook, Microsoft Excel, Microsoft Word and Power Point and Adobe.
• Records management experience
• Customer service experience, Problem solving
• 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 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
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 (*).
* The minimum qualifications of this 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 this requirement?

• Yes
• No

* This position requires a criminal background check. 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 Investigation (CBI) to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation (CBI).

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

• Yes
• No

* Were you referred to this job opportunity by a Watershed Protection Department employee? If yes, please provide the employee's first and last name.
(Open Ended Question)
* Do you have experience providing executive level support? Explain.
(Open Ended Question)
* Describe a challenging project you were assigned. How did you approach it? In your answer, include which position(s) you gained this experience.
(Open Ended Question)
* Describe your skills working with Microsoft Applications and other software?
(Open Ended Question)
* Do you have records management experience? Explain.
(Open Ended Question)
* Describe a time you encountered a disgruntled customer. How did you address the concern? What would you do differently?
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Optional Documents

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