Administrative Specialist

Administrative Specialist

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

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:

• 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.

Minimum Qualifications:

• Graduation with a bachelor's degree from an accredited four-year college or university with major course work in Business or Public Administration or related field, plus four (4) years of 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 Experience:

• Experience in scheduling, managing time-sensitive tasks, and providing support for executive-level staff.
• Experience in coordinating travel and logistics
• Experience creating reports, presentations, meeting binders, and/or written communications.
• Adobe Acrobat and SharePoint experience, and the ability to enter and edit content and create forms.
• Ability to travel to more than one work location.

Notes to Candidate:

Position Overview:

The Administrative Specialist will provide high-level executive administrative support to the Assistant Director of Operations. This dynamic and fast-paced role requires exceptional organizational skills, adaptability, and discretion. As a key member of the Assistant Director's team, the successful candidate will manage complex calendars, coordinate email communications, plan meetings, and oversee special projects. This position will work closely with the leadership team and other executives to provide excellent customer service to internal and external customers.

Critical Employee:

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

Pay Rate:

$24.40 - $28.42 per hour

Position(s) will be filled at the following location:

Waller Creek Center (625 E. 10th St., Austin, TX)

Days and Hours:

Monday through Friday, 8:00 AM - 5:00 PM, with the potential for a hybrid work schedule, pending manager approval. Other hours as business needs require.

Benefits:

Working with Austin Water provides several health and welfare benefits, such as medical coverage, paid leave, a great retirement plan, training opportunities, and more.

When completing the City of Austin employment application:

• The City of Austin employment application is an official document; incomplete applications will not be considered.
• The Employment Record should include job titles, employment dates (month and year), job duties, functions, and responsibilities for each position held.
• The starting salary will be based on the overall relevant experience outlined in your application.
• Responses to the Supplemental Questions inquiring about experience should be reflected in the application.
• Please be sure to detail all current and previous employment on the application that you wish to be considered as part of your qualifications.
• Statements such as "see résumé" will not be accepted. You may use "N/A" for fields that are not applicable.
• A résumé and cover letter are required but will not substitute for a complete employment application. Incomplete applications, resumes, or cover letters will not be considered.

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.
• If you are in the military or a veteran, you will need to provide a copy of your DD-214 before confirming a start date.
• Your skills and competencies for this role will be assessed before you are invited to interview. Assessments: Business Writing, Microsoft Outlook, Microsoft Excel, and
• Minimum required passing score of 70% per assessment.

Secondary Employment:

• All Austin Water employees are prohibited from accepting or engaging in any secondary employment that may conflict with or interfere with their duties and responsibilities to the Department.
• Austin Water will 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.

90-day Provision:

This posting may be used to fill additional vacancies that occur within the department.

All Austin Water worksite locations are tobacco-free. The use of tobacco products and/or e-cigarettes is not permitted on any AW worksite, including construction sites, parking lots, garages, or in any personal vehicle located on the premises.

Please note this posting may close at any time after 7 days.

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

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community,