City of Austin Hiring for Administrative Specialist at Austin, TX Full Time

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 be responsible for administrative and logistical support including, timekeeping, contracts, purchasing, permitting. AMI analysis, and customer service-related tasks for the Water Meter Operations Division. This role supports field staff and is not eligible for telecommuting.

Working with Austin Water 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.

When Completing The City Of Austin Employment Application

• A detailed, complete employment application helps us to better evaluate your qualifications, and will be used to determine salary if you are selected for the position. Please detail on the application any previous employment that you wish to be considered as part of your qualifications.
• A résumé and cover letter are required, but will not substitute for a complete employment application. In the cover letter candidate should describe, in concise detail, their interest in this position. Do not use the phrase, “see résumé” to complete your employment application. That will be considered incomplete. Incomplete applications will not be considered.

If You Are Selected To Interview

• Your skill level in some of the competency areas for this job will be assessed through skills testing – specifically, Analytical Skills and Microsoft Excel and Outlook – with a required minimum passing score of 70%.

If You Are Selected For Hire

• 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 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.

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

$23.76 – $27.56

Hours

Monday through Friday, 7:30am to 4:00pm.

Job Close Date 12/07/2023

Type of Posting External

Department Austin Water Utility

Regular/Temporary Regular

Grant Funded or Pooled Position Not Applicable

Category Clerical

Location Webberville Service Center – 2600 Webberville Rd.

Preferred Qualifications

Preferred Experience:

• Experience with independent research tasks, special projects, and using databases to extract and compile large amounts of data and convert into meaningful reports and assessments to make sound business decisions
• Familiarity with logistics and inventory management, construction permitting, scheduling, and using 2-way radios
• Demonstrated experience providing excellent customer service, handling complex customer and vendor issues and resolving escalated customer calls and working effectively with other departments or units within an organization to meet business objectives
• Experience with payroll, purchasing and Pro-Card programs, and using automated timekeeping systems (i.e., BANNER , ADP , PeopleSoft, Kronos) and financial systems (i.e., the City’s AIMS , e-Combs, SalesForce, etc.)
• Proficiency in productivity applications, including: Microsoft Word, Excel, Outlook, PowerPoint and Project to create training presentations and materials, operations manuals and general correspondence

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 (*). * How many years of experience do you have working in independent research tasks and special projects? * Do you have experience with inventory management? * How many years of Customer Service experience do you have? * Do you have experience working with Banner Timekeeping or other related HR Systems? * Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, PowerPoint and Outlook? * 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. * How did you first hear of this position? * Were you referred to this opportunity by an Austin Water employee? If yes, please provide the employee’s full name.

• 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
• No experience
• Less than 2 years
• 2 or more years
• None
• 1-2 Years
• 3-4 Years
• +4 Years
• None
• 1-4 years
• 5-9 years
• 10+ years
• Yes
• No
• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations
• 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 create a variety of presentations, & reformat individual slides
• Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another create/edit complex, professional-quality
• I acknowledge and understand this position requires a Criminal Background Investigation.
• Career Fair or Job Fair
• Job Seeker Website (Indeed, Glassdoor, Dice, WorkinTexas.com, Careers in Government, etc.)
• College/University Alumni Recruitment (Handshake, job boards, etc.)
• Recruitment Postcard
• COA/AW Employee (please provide name below) or COA website
• LinkedIn
• Professional Association Job Board (AWWA, Women in Technology, Austin HR Management Association, TX Engineering Foundation, etc.))
• Other

(Open Ended Question)

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents