Administrative Specialist

Administrative Specialist

The Administrative Specialist performs a wide range of administrative support duties for a designated business unit, following well-defined procedures in a fast-paced, team-oriented environment. This role prepares and manages documents, reports, and spreadsheets; maintains files and calendars; and supports internal staff and external recipients with accurate, timely, and professional administrative services. The position requires strong attention to detail, effective communication skills, and the ability to handle changing priorities while delivering high-quality work.

Responsibilities

• Perform basic administrative duties under immediate supervision, following established and well-defined standard procedures.
• Prepare documents, reports, spreadsheets, and other materials needed to support the business unit.
• Create, edit, and format documents using Microsoft Word and Microsoft Excel.
• Use Microsoft Outlook to manage email communications, schedule meetings, and maintain calendars.
• Utilize Microsoft PowerPoint and other department software and systems as needed for presentations and reporting.
• Maintain organized file systems, both physical and electronic, for case-related and departmental materials.
• Manage and update calendars to support departmental scheduling and coordination.
• Listen to and understand written and verbal instructions, and seek clarification when necessary.
• Communicate clearly and professionally with co-workers, other employees, customers, and external parties.
• Work effectively and productively with others, actively assisting colleagues with assignments to maintain department productivity.
• Provide responsive customer service by answering questions, referring inquiries to appropriate staff, and learning departmental functions to assist more effectively.
• Exhibit concern, sensitivity, and professionalism when interacting with judges, attorneys, and other parties who may have differing or adverse dispositions.
• Apply basic education and training to job responsibilities, demonstrating initiative to handle assignments beyond routine tasks.
• Ask questions and seek guidance when unsure how to handle an assignment, ensuring accuracy and compliance with procedures.
• Exchange documents with various courts, administrative agencies, and opposing parties, including daily pedestrian travel within approximately a five-block range, using a company vehicle when travel extends beyond that range.
• Serve large numbers of parties to a case by delivering materials via hand-delivery, courier services, USPS mail, overnight courier, and email.
• Coordinate and execute large-volume mailings, including events with 1,000 or more recipients.
• Maintain comprehensive and accurate file systems for all distributed and received materials.
• Ensure all materials and communications are accurate, recognizing that attention to detail is an absolute necessity.
• Perform data organization tasks, ensuring information is properly structured for mailings, reporting, and recordkeeping.
• Use Adobe Acrobat, when applicable, for document labeling and editing to prepare materials for distribution.
• Perform mail merges using Microsoft Excel and Word for letters and mailing or shipping documentation.
• Use applications such as Stamps.com, FedEx, and similar tools to manage mailing and shipping processes.
• Type at a minimum of 60 words per minute to support timely document creation and data entry.
• Adapt to changing priorities with little forewarning and reorganize tasks to meet deadlines.
• Participate actively in a teamwork-focused environment, contributing to clear communication and shared goals.
• Carry out various other administrative tasks as needed to support the department and business operations.

Essential Skills

• High school diploma or GED.
• At least one year of administrative work experience.
• Demonstrated computer proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
• Ability to organize data, documents, and processes in a clear and efficient manner.
• Strong oral and written communication skills for internal and external interactions.
• Good analytical and problem-solving skills to handle assignments and resolve routine issues.
• Ability to listen carefully to instructions and apply them accurately.
• Capacity to work effectively and productively within a team environment.
• Customer-focused mindset with the ability to respond to questions and direct inquiries appropriately.
• Attention to detail and commitment to producing accurate, error-free materials.
• Ability to function in a fast-paced environment with frequently changing priorities.
• Typing speed of at least 60 words per minute.
• Experience using Microsoft Word and Microsoft Excel in a professional setting.

Additional Skills & Qualifications

• Familiarity with Adobe Acrobat for document labeling and editing.
• Experience performing mail merges using Microsoft Excel and Word for letters and mailing or shipping.
• Experience using mailing and shipping applications such as Stamps.com, FedEx, and similar platforms.
• Comfort working with large-volume mailings, including events involving 1,000 or more recipients.
• Ability to interact professionally with judges, attorneys, and other parties with differing or adverse dispositions.
• Demonstrated initiative to take on assignments beyond routine tasks.
• Ability to travel short distances on foot within approximately a five-block range to exchange documents with courts and agencies.
• Ability to use a company vehicle when travel beyond the immediate area is required.
• Strong teamwork orientation with a focus on open communication and mutual support.

Work Environment

This role operates in a fast-paced office environment where priorities can change with little forewarning, requiring flexibility and strong organizational skills. The work schedule is generally Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional overtime and weekend work to meet deadlines and support high-volume mailings or case-related activities. The position is highly collaborative and emphasizes clear communication in a team setting, with frequent interaction with internal staff as well as external recipients such as judges, attorneys, and other parties. The role involves regular use of computers and office equipment, including Microsoft Office applications, Adobe Acrobat, and mailing and shipping software. Some daily pedestrian travel within roughly a five-block radius is required to exchange documents with courts and administrative agencies, and a company vehicle may be used for longer distances. Accuracy and attention to detail are critical aspects of the work, as materials must be precise and professionally prepared. Typical office attire is expected, appropriate for professional interactions with legal and administrative entities.

Job Type & Location

This is a Contract position based out of Austin, TX.

Pay and Benefits

The pay range for this position is $19.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Austin, TX.

Application Deadline

This position is anticipated to close on Aug 25, 2026.