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
Position Overview:

This Administrative Specialist will directly support an executive leader and must have strong time management, strong organizational and analysis skills, and be able to multitask with frequent interruptions and changes in priorities and duties. The Administrative Specialist will exercise problem-solving, critical thinking, and good judgment, and they must have the ability to work independently while also having excellent team skills. Additionally, the Administrative Specialist must have the ability to anticipate the needs of the team and escalate issues accordingly with a strong focus on customer experience, professionalism and tact.

Working with Austin Water provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

When completing the City of Austin employment application:

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
• 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. Incomplete applications will not be considered. Please include contact information from previous employers.
• A cover letter is also required. In the cover letter, candidates should describe in concise detail their interest in this position and highlight any prior experience that is relevant to this position.

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 and proof of your professional licenses or certifications.
• If you are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.
• A criminal background investigation is required.

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.

Secondary Employment:

• All Austin Water employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.
• Austin Water must review all secondary employment.
• Employees are required to submit a Secondary Employment Application for review and approval upon being hired with Austin Water, as well as current Austin Water employees considering secondary employment.

Effective October 1, 2014, all Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite - including construction sites, parking lot, garage or in any personal vehicle located on the premises.
Pay Range
$24.08 - $27.93
Hours
Monday - Friday
8:00 a.m. to 5:00 p.m.
Job Close Date 11/04/2024 Type of Posting External Department Austin Water Utility Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location Waller Creek Center, 625 E. 10th St. Austin, TX 78701 Preferred Qualifications

• Experience supporting a senior level manager and a technical team in a role similar to this position
• Experience using UKG or similar timekeeping system
• Strong experience utilizing MS Word, Excel, Outlook, Teams, and PowerPoint applications
• Strong time management, organizational, project management, and analysis skills
• Experience communicating clearly and concisely with internal and external customers while exercising tact, patience, and discretion in a professional manner
• Strong problem solving, decision making, and organization skills with the ability to prioritize tasks in an environment with frequent interruptions and changes in priorities
• 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.

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.
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 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

* Which of the following best describes your years of experience as supporting a senior level manager and technical team.

• Less than 1 year
• 1 - 3 years
• 4 - 5 years
• 6 - 10 years
• More than 10 years

* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Outlook, Teams, and PowerPoint applications?

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

* Which of the following best describes your time management, organizational, project management, and analysis skills?

• No experience
• Beginner
• Intermediate
• Advanced

* Which of the following best describes your years of experience communicating in person, by phone, Teams/Skype, and email, while exercising tact, patience, and discretion in a professional manner?

• Less than 1 year
• 1 - 3 years
• 4 - 6 years
• 7 - 10 years
• More than 10 years

* Which of the following best describes your years of experience multitasking, prioritizing, managing multiple assignments, and working with frequent interruptions, while providing excellent customer service?

• Less than 1 year
• 1 - 3 years
• 4 - 6 years
• 7 - 10 years
• More than 10 years

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

• 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.

* Will you now or in the future require employer sponsorship for a work-related visa (e.g. H1B or other similar visa)?

• Yes
• No

* Were you referred to this opportunity by an Austin Water employee? If yes, please provide the employee’s full name.
(Open Ended Question)


Optional & Required Documents

Required Documents Resume Optional Documents

• 

• City of Austin

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