Administrative Specialist - HR and Finance

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 administrative support to the HR and Finance Divisions.

This position will act as the HR/Finance Single Point of Contact ( SPOC ).

Duties include, but are not limited to, the following:

• Provide administrative and staff support for the human resources and financial services divisions, including maintaining various calendars, recruiting event calendar, division vehicle uses sign-in/out, and maintenance schedule. Coordinate mail and package deliveries to division staff. Support the divisions by preparing memos, letters, and correspondence regarding the hiring process and other things. Serve as travel liaison to support staff through the travel approval process and completion of required documents. SPOC duties, including gathering SSPRs
• Manage and maintain both division’s office and copier supplies and facilitate payment to vendors via ProCard.
• Coordinate meeting, conference, and event logistics. Asset management duties including vehicle assignment and other inventory duties as assigned.
• Perform research, attending meetings, taking detailed notes, compiling and preparing summaries and memos, and presenting information using presentation, spreadsheet, and document processing software.
• Maintain the HR reception desk by greeting incoming customers, routing incoming phone calls, and managing the HR Questions email box
• Maintain and manage the department personnel file room and employment hiring folders and packets.
• Manage the Public Information Requests (PIRs) and other projects related to gathering and providing information to other City departments and offices.
• Opens, sorts, reads, prioritizes and routes incoming mail.

Application: Each individual who submits an Application as provided in the Municipal Civil Service Rules and meet the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or 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.

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. Your application should reflect 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 (e.g., “see resume” or “see Linked In Profile”). The responses to the supplemental questions inquiring about experience should be reflected on your application.

Resume and Cover Letter: You will be required to provide a complete resume and cover letter with this application, please note, NEITHER OF THESE WILL TAKE THE PLACE OF A FULLY COMPLETED APPLICATION .

Skills Assessments: A competency assessment may be required to verify your skill set.

90-Day Provision for Additional Vacancy: This posting may be used to fill other similar positions within Austin Resource Recovery outside of the division listed above.

Nepotism Policy: The City of Austin Nepotism Policy states, “No person, regardless of job title or length of tenure with the City, shall be employed in a position in which the relative has direct or indirect supervisory authority regarding the terms and conditions of their relative’s employment.”

Virtual Interviews: Austin Resource Recovery may conduct virtual interviews.

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.

Benefits: Working with the City of Austin at Austin Resource Recovery ( ARR ) provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

This position is eligible for the Public Service Loan Forgiveness ( PSLF ) Program. This is a federal program designed to encourage individuals to work in public service by forgiving the balance of their federal student loans upon meeting program requirements.

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

Tobacco and Vape-Free Workplace: All Austin Resource Recovery locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any ARR worksite - including parking lot or in any personal vehicle located on the premises.
Pay Range
$24.08 - $27.93 per hour
Hours
Monday - Friday; 8:00 a.m. - 5:00 p.m.

Employee will be required to work occasional early mornings, after hours or weekends due to business needs.

This is an IN OFFICE position with NO telework opportunity.
Job Close Date 10/15/2024 Type of Posting External Department Austin Resource Recovery Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 1520 Rutherford Ln, Austin, TX 78754 Preferred Qualifications
Preferred Experience:

• Purchasing, generating purchase requests and inventory experience
• Dealing with customer and/or citizen complaints
• Organizing meetings, agendas, and emails
• Working with various databases and computer programs
• Assists with records retention and electronic records management
• Business writing, writing reports, spreadsheets, memos, fliers, policies, procedures
• Organized and efficient with time management
• Administrative duties related to organizing and booking travel
• 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 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.

* Please describe how you meet the minimum qualifications referenced above. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable)
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Outlook, Word and Excel?

• No experience with Microsoft Word or Excel
• Basic: create/edit simple documents & spreadsheets
• 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
• Advanced: create/edit complex documents & spreadsheets; integrate features such as tables, charts, mathematical formulas, hyperlinks, graphics; data/mail merge, import data from one document to another

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

• Yes
• No

* What experience do you have assisting management staff in activities such as organizing meetings, agendas, emails? Please indicate in your response which position on your application you gained this experience from. If you do not have this experience, please put N/A.
(Open Ended Question)
* Please describe your experience with purchase request forms and completing travel packages.
(Open Ended Question)
* Please describe your experience maintaining confidential files, and or experience which required you to maintain confidentiality.
(Open Ended Question)
* How did you hear about this opportunity? (The information requested is optional and is not considered as part of the application for employment.)

• Employee Referral
• Online Advertising/Media
• ARR Job Fair
• Workforce Solutions Job Fair
• COA Website
• Other

Optional & Required Documents

Required Documents Resume Cover Letter Optional Documents

• 

• City of Austin

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