Administrative Specialist

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

Position Overview:
This Administrative Specialist position is responsible for providing administrative support to the Water Conservation Division with exceptional detail to strong, organizational skills, and outstanding customer services to Austin Water staff and external customers. This position will verify and process employee hours submitted digitally through our online time-keeping system, ensuring accurate records and compliance with company protocols. In addition, the position will monitor the inventory of division supplies and will prepare purchase requests, travel documents, and accounting documents.

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.

Driving Requirement:

• This position requires a valid Texas Class C Driver License or the ability to acquire one by your hire date. External New Hires must meet the City of Austin’s Driver Record Evaluation ( DRE ) requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.

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 cover letter is 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 for hire:

• 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. 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 per hour
Hours
Monday - Friday,
8:00 a.m. - 5:00 p.m., with limited flexibility.
Job Close Date 11/27/2024 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, 78701 Preferred Qualifications

• Experience supporting managerial staff, including coordinating schedules and calendars
• Skill and experience communicating effectively and professionally in work-related settings, including in-person, by phone and in writing, and creating presentations
• Bilingual (Spanish/English)
• Demonstrated experience providing excellent internal and external customer service, including research and resolution to issues and communicating effectively and professionally in-person, by phone and email
• Experience developing professional correspondence in a variety of formats, for distribution to a wide variety of recipients
• Familiarity with records management best practices and experience with records control schedules, retention periods, and disposal of paper and electronic records
• Payroll experience and experience using automated timekeeping systems such as UKG , Workday, or similar application
• 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.
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 this position include 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 require sponsorship for employment visa status (e.g., H1B visa) either now or in the future?

• Yes
• No

* How many years of experience do you have providing high-level administrative support (i.e., oversight of key administrative support functions) for a management team and work group.

• 0-3 years
• 4-7 years
• 8-11 years
• 12+ years

* How many years of experience do you have communicating effectively in a professional setting with a variety of stakeholders, and using a variety of communication methods (in-person, phone, email, etc.)?

• Less than 1 year
• 1 to 3 years
• 3 to 5 years
• 5 or more years

* Describe your bilingual, English/Spanish fluency level.

• Speak, read, and write in both languages fluently
• Speak English and Spanish fluently
• Speak English and some Spanish
• Fluent in English only
• None of the above

* Providing excellent customer service is essential in this position. How many years of experience do you have working with the public and facilitating the resolution of customer issues.

• 0-3 years
• 4-7 years
• 8-11 years
• 12+ years

* What type of records management experience do you have, if any?

• None
• Filing and indexing
• Filing, indexing, and archiving
• Filing, indexing, archiving, and disposition
• Filing, indexing, archiving, disposition, and management of a records control schedule

* How many years of experience do you have with processing payroll and timekeeping through automated systems such as Banner, ADP, PeopleSoft, Kronos, UKG, Workday, or similar application.

• 0-3 years
• 4-7 years
• 8-11 years
• 12+ years

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

• 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 Cover Letter Optional Documents

• 

• City of Austin

Show more