Administrative Specialist

Minimum Qualifications

• 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
Austin Energy is seeking an experienced Administrative Specialist to provide high-level administrative support in a specialized area. This role requires independent discretion, judgment, and the ability to handle sensitive and confidential documents, including Open Records Requests, Citizen Action Forms, and Request for Council Actions. The ideal candidate will be skilled in data analysis, problem-solving, and policy recommendations, with a strong ability to manage multiple tasks and shifting priorities. Overtime may be required for tasks such as completing timekeeping reports for one of our operational groups or as directed.

THIS POSITION :

• Provides administrative support for a highly technical and/or specialized project team of professionals.
• Facilitates the handling of time sensitive requests such as ORR’s (Open Records Request) 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.
• Strong business writing skills and experience preparing comprehensive correspondence, including reports, memos and internal communications.
• Using independent judgment performs data analysis, problem solving and recommends policy, process 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.
• Experience managing schedules and calendars, schedules meetings, conferences and events, plans travel itineraries and makes travel arrangements
• Experience with expense reports and other financial tracking and settlement tools.
• Experience processing accounts payable to include purchase requisitions, petty cash, and employee reimbursements.
• This position supports a 24/7 Real-Time Operations center and support groups. It may require the employee to respond reasonably to scheduled duties that include nights, weekends and holidays.

Working with Austin Energy provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click HERE for more information.

EMPLOYMENT APPLICATION :

• The City of Austin employment application is an official document; incomplete applications will not be considered.
• Please be sure to detail on the application ALL current and previous employment that you wish to be considered as part of your qualifications.
• The Employment Record should be complete with job titles, employment dates, job duties, functions, and responsibilities for each position held.
• Starting salary will be based on overall relevant experience from your application.
• Resumés will not be accepted and statements such as “see resumé” will not be accepted. You may use “N/A” for fields that are not applicable.
• Please note that Austin Energy may close the job posting at any time after seven (7) days from the date of the initial advertisement.
• Once the job posting has closed, applications cannot be changed.

FAIR LABOR STANDARDS ACT :

• This position is classified as NON - EXEMPT (Hourly)

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) will be required. You must provide proof of education from an accredited organization/institution.
• If you are identified as a top candidate and are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.
• This position requires a criminal background investigation ( CBI ).

WORK SCHEDULE :

• This position has been designated as a Critical Employee position. Critical Employees are considered necessary and vital and supports activities that impact City or department operations. This work can be done while at a designated work site or while working at an alternate work location. Critical employees who are able to work at an alternative work location are required to do so. Schedules may be modified, and employees may be reassigned to another area during extraordinary situations or emergency conditions to provide essential services.

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
Commensurate
Hours
Monday - Friday
8:00 a.m. - 5:00 p.m.
Job Close Date 09/11/2024 Type of Posting External Department Austin Energy Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 2500 Montopolis Dr. (SCC), Austin, TX 78741 Preferred Qualifications

• Experience coordinating travel, purchasing, and records management.
• Experience effectively multi-tasking, organizing and prioritizing tasks and schedules in a fast-paced, high volume environment.
• High proficiency with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook managing calendars.
• Experience delivering a high-degree of professional level customer service conveying clear, concise, and accurate information
• Experience developing and maintaining successful interdepartmental and customer relationships.
• Experience working with highly confidential and sensitive information and maintaining discretion.
• 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
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 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 these requirements?

• 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 CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Check.

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

• Yes
• No

* Do you have the ability to lift at least 50 lbs. or climb a short ladder?

• Yes
• No

* This position supports a 24/7 Real-Time Operations center and support groups. It may require the employee to respond reasonably to scheduled duties that include nights, weekends, and holidays. Are you able to meet these schedule requirements?

• Yes
• No

* Describe your proficiency with Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook managing calendars.

• No experience
• Basic
• Intermediate
• Advanced

* Describe your experience coordinating travel arrangements including registration for conferences, air, and hotel.
(Open Ended Question)
* Describe your experience coordinating purchase requisitions.
(Open Ended Question)
* Describe your experience coordinating records management.
(Open Ended Question)
* Describe your experience developing and maintaining inter-departmental and customer relationships.
(Open Ended Question)
* Describe your experience working with highly confidential and sensitive information and maintaining discretion.
(Open Ended Question)


Optional & Required Documents

Required Documents Optional Documents

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