Administrative Specialist

Job Description

Purpose:

Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.

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 - Supervisor 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 establish and maintain effective working relationships with city employees and the public.

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 and Certifications Required:

• None.

Preferred Qualifications:

• Experience with customer service and public interaction.
• Previous experience working with a law enforcement agency or criminal justice branch.
• Experience with maintaining confidential files and/or experience which required you to maintain confidentiality.
• Experience with and/or having knowledge of records management.
• Proficient in Microsoft Outlook, Word, Excel.
• Must be able to lift up to 15-20lbs when working on files and picking up office supplies.
• Ability to travel to different work locations.

Notes to Candidate

The Internal Affairs Administrative Specialist provides advanced administrative, records management, and case support within the Internal Affairs Division. This position serves as a key liaison for sensitive information requests and plays a critical role in maintaining the integrity, accuracy, and confidentiality of records involving the sworn and non-sworn personnel.

The role supports internal investigations by managing case data, coordinating with internal and external stakeholders, and ensuring compliance with legal, regulatory, and departmental requirements; while adhering to the protection of the community, department and employees by holding the integrity of the internal investigations. This position reports directly to a civilian administrative supervisor.

The duties for this position include, but are not limited to the following:

• Maintain strict confidentiality when handling sensitive personnel and investigation information.
• Serve as a liaison between Internal Affairs and stakeholders including City Legal, Office of Police Oversight, District Attorney's Office and internal personnel.
• Maintain and manage Internal Affairs case files and databases.
• Ensure accuracy, completeness, and compliance with records retention and destruction schedules.
• Process and fulfill sensitive records requests for internal and external stakeholders.
• Review case files for completeness and assist in case tracking, documentation, and closure processes.
• Enter, audit and maintain data across multiple law enforcement systems. (AXON. Versadex, etc.)
• Compile, analyze, and generate reports related to Internal Affairs activities, including regulatory and departmental reporting requirements.
• Conduct retrieving officer histories and perform research to support investigations and administrative processes.
• Coordinate case-related communication, documentation, and workflow processes.
• Support preparation of materials for oversight reviews and external reporting.
• Provide advanced administrative support including correspondence, scheduling and document preparation.
• Assume supportive duties of the Admin Senior when they are not available and aids other units in the Austin Police Department, as well as other administrative groups as needed

Work Location

1520 Rutherford Lane, RLC

Schedule:

Monday-Friday 7:00 a.m. – 4:00 p.m. or 7:30 a.m. – 4:00 p.m.

Payrate:

$24.40hr - $28.42hr

*Top candidates will be required to complete an assessment during the interview process.

City of Austin Application:

A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles, job duties performed, full or part time status. Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment or computer software used.

CBI:

Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions. Please Click here to find more information.

Secondary Employment:

• APD must review all secondary employment.
• Employees are required to submit a Secondary Employment Application for review and approval upon being hired with APD, as well as current APD employees considering Secondary employment.

Benefits:

Working with the Austin Police Department provides a number of health and welfare benefits, such as medical, paid leave time, retirement plan, training opportunities and more. Please click here to find more information.

To learn more about working with the City of Austin, click here to watch a short video!

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.

Important Note to Applicants: Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully