Administrative Specialist

City of Austin, TX
Austin, Texas United States  View Map
Posted: Jan 24, 2025
  • Full Time
  • Clerical and Administrative Support
  • Job Description

    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 support Processing Engineering & Regulatory Services Division which handles various federal, and state mandated regulatory programs for the city. The Administrative Specialist role will include administrative support, office management, communications, tracking and documentation for Processing Engineering & Regulatory Services Division regulatory programs.

    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. Please include contact information from previous employers.
    • 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. Please do not use the phrase “see resume” or refer to other documents to complete your application. Do not leave the “Duties and Responsibilities” sections blank. These will be considered incomplete applications. Incomplete applications will not be considered.


    Critical Employee:

    This position has been designated as critical for the City of Austin. Critical positions are necessary and vital and support activities that impact City or department operations. Work can be done while at a designated work site or while working at an alternate work location. Critical employees may be reassigned to another area to provide essential services to support any extraordinary situations or emergency conditions.

    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) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.
    • If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page 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.

    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 per hour

    Hours
    Monday - Friday: 7:30 a.m. - 4:00 p.m.
    Telework is permitted per COA policy while meeting Division Business needs

    Job Close Date 02/10/2025 Type of Posting External Department Austin Water Utility Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location Waller Creek 625 East 10th Street, Austin, TX Preferred Qualifications
    Preferred Experience:
    • Excellent remote customer service skills and Telework experience with the ability to independently problem solve and make decisions.
    • Experience with complex timekeeping, including providing guidance on policies, verifying timecards, and entering payroll data into an automated timekeeping system such as ADP , PeopleSoft or Banner.
    • Experience using Adobe Acrobat, or similar, to create, edit and export PDF’s and create fillable forms and proficient in utilizing Microsoft Outlook, Teams, Excel, Word, SharePoint, and screen capture software, creating documentation (such as SOPs, operations manuals, etc.).
    • Experience with records management and retention.
    • Effectively communicates clearly and concisely with internal and external customers while exercising tact, patience, and discretion in a professional manner.
    • Experience using chat-based collaboration platforms.
    • Ability to travel to more than one work location.
    • Experience supporting a team that responds during times of emergency, after-hours and for extended periods.
    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.
    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 for the Administrative Specialist 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 minimum qualifications?
    • 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)
    * Do you have the ability to travel to multiple sites as part of the regular job duties?
    • Yes
    • No


    Optional & Required Documents

    Required Documents Resume Optional Documents
  • ABOUT THE COMPANY

    • City of Austin
    • City of Austin

    The City of Austin

    This vibrant and dynamic city tops many lists for business, entertainment, and quality of life. One of the country’s most popular, high-profile “green” and culturally rich cities, Austin was recently selected the number one Best Place to Live in the U.S. (U.S. News & World Report). In 2016, Forbes named Austin the city most likely to prosper over the next decade on their America’s Cities of the Future list, and the City of Austin ranked in the top ten on the Forbes list of America’s Best Employers for 2017. 

    Austin continues to lead with its vision of being the Most Livable City in the Country, emerging as a player on the international scene with such events as SXSW, Austin City Limits, Formula 1, and being home to companies such as Apple, Samsung, Dell, and Ascension Seton Healthcare. From the home of state government and the University of Texas to the Live Music Capital of the World and its growth as a film center, Austin has gained worldwide attention as a hub for education, business, health, and sustainability. 

    The City offers a wide range of events, from music concerts, food festivals, and sports competitions to museum displays, exhibits, and family fun. Austin is also home to a wonderful ballet, world-class museums, one-of-a-kind shopping, and beautiful outdoor spaces. You can just as easily spend your morning paddling the lake as you can strolling through a celebrated history museum. 

    Located at the edge of the Texas Hill Country—rolling terrain of limestone bluffs, springs, rivers, and lakes—Austin’s temperate climate is ideal for year-round jogging, cycling, hiking on the City’s many trails, or swimming at Barton Springs or one of the area’s many other swimming holes. 

    There are a number of excellent golf courses in the area as well as recreational opportunities for rowing, kayaking, canoeing, camping, rock climbing, disc golf, mountain biking, fishing, and more. Austin truly has something to offer for everyone.

    City Government

    The City of Austin is a progressive, full-service municipal organization operating under the Council-Manager form of government. Austin has a 10-1 council system with an at-large Mayor and Council Members that represent ten districts. The Mayor and Council Members may serve in their respective seats for four years with a maximum of two consecutive terms. 

    The City Council appoints the City Manager who is the chief administrative and executive officer of the City. The City Manager is responsible for guiding and directing day-to-day operations, as well as providing strategic research, recommendations, and management leadership to the City Council on the city budget, programs, policies, and services. The City Manager implements the organization’s administrative responsibilities with a strong team of Assistant City Managers and department executives. Supported by a staff of more than 14,000 and a budget of $4.1 billion, the City Manager and staff deliver a broad range of services to the citizens of Austin. 

    The City Council and City Manager of Austin are committed to the mission of delivering the highest quality, cost-effective services. Austin is a beacon of sustainability, social equity, and economic opportunity; where diversity and creativity are celebrated; where community needs and values are recognized; where leadership comes from its community members, and where the necessities of life are affordable and accessible to all.

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Please mention you found this employment opportunity on the CareersInGovernment.com Job Board.