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Not Specified
Location:
Austin, Texas
Country:
United States
Industry:
Planning
Position type:
Full Time
Experience level:
Education level:

Administrative Specialist

Posting Title Administrative Specialist Job Requisition Number AE501720 Position Number 110428 Job Type Full-Time Division Name Customer Account Management 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 or Certifications:

None




Notes to Applicants

PURPOSE:

To provide administrative support at a Sr. Management level and on technical and/or specialized projects. Facilitate the handling of time sensitive requests. Verify accuracy and completeness of critical documents. Open, sort, read, prioritize and route incoming mail. Prepare memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software. Provide budgetary analysis and support. Using independent judgment perform data analysis, problem solving and recommend policy and administrative improvements. Conduct research, compile data and prepare documents for consideration and presentation. File and retrieve documents. Maintain calendar, schedule meetings, conferences and events, plan travel itineraries and make travel arrangements.

ADDITIONAL NOTES TO APPLICANTS:
-A valid Texas Class C Drivers’ License or the ability to acquire one by the date of hire is valued.
-Experience handling several priorities with multiple deadlines at once.
-Experience with Executive office confidentiality handling sensitive information and office protocol.
-Experience working in a faced-paced professional environment.

APPLICATION:
The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates. Any gaps in employment must have an explanation and dates of unemployment.
Resumes will not be used to qualify for the requisition. Statements such as “see resume” will not be accepted. You may use “N/A” for fields that are not applicable. Starting salary will be based on overall relevant experience from your employment application.
The responses to the supplemental questions should reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.
We reserve the right to verify high school and college education for the top candidate(s).
If you have any questions regarding your City of Austin employment application, please use the official website of the City of Austin as reference. www.austintexas.gov

ASSESSMENTS:
Candidates selected for interview(s) may be required to complete an assessment approved by Municipal Civil Service process, Rule 4.

FIELD ASSESSMENTS:
Written and/or field assessments, may be administered before, during and/or after the hiring process.

GOOD STANDING COA EMPLOYEES:
Employees, in Good Standing, who are candidates within the department/division that the position resides in and who meet the minimum and preferred qualifications (if any) of the position will be included in the initial interview. Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

CRIMINAL HISTORY BACKGROUND CHECK:
The top candidate will be subject to a minimum 10 year criminal history background check and security threat assessment.

CLOSING OF REQUISITION:
Please note that Austin Energy may close the job posting at any time after 7 days.

Pay Range

$18.83 – $23.42
Salary

Hours

Monday-Friday
8am-5pm

Job Close Date
09/27/2018 Type of Posting External Department Austin Energy Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 811 Barton Springs Rd Austin, Texas 78704 Preferred Qualifications

• 3 years of experience coordinating budgets and providing analysis.

• 2 years of administrative experience supporting more than one Executive or Sr. Level Manager.

• 2 years experience coordinating travel, booking meeting rooms, scheduling
meetings, and managing Executive or Sr. Level Manager calendars.

• 2 years of experience creating documents for external distribution.

• 2 years of experience with City of Austin Records Management practices.

• 1 year of experience answering phones, routing requests, and responding to emails.

• 1 year of experience making and reconciling purchases using a company-issued credit card or account.

• 1 year of experience coordinating events and activities with internal and external stakeholders.

• Intermediate proficiency in utilizing Microsoft Office Suite 2010 (Outlook, Word, Excel, and PowerPoint)

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.


  1. Provides administrative support on highly technical and/or specialized projects.
  2. 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.
  3. Verifies accuracy and completeness of critical documents such as PIO (Public Information Office) requests, records, correspondence, regulations, etc.
  4. Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails.
  5. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
  6. Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements.
  7. Conducts research, compiles data, and prepares documents for consideration and presentation.
  8. Files and retrieves documents, records and reports.
  9. Attends meetings, records minutes and distributes meeting notes.
  10. 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.
Does this job require a criminal background investigation? This position requires a criminal background investigation EEO/ADA

City of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

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