Administrative Specialist, Austin, Texas

Employer City of Austin, TX
Created 06/11/2021
Reference 434076
Job type Full Time
Country United States
State Texas
City Austin
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

The Human Resources Department works to position the City of Austin as an employer of choice through balanced, efficient and collaborative strategic partnerships. We support and develop a high performing and diverse workforce that fosters a healthy, safe, respectful and productive work environment for employees and their families, City departments and the community.

This position will will provide a high level of administrative support to the Employee Benefits Manager, Wellness staff, and Benefits staff; serve as the main back-up for the Receptionist of the Human Resources Department; prepare agendas and capture meeting minutes for staff and committee meetings; manage the Employee Benefits Manager's calendar; schedule, attend, and prepare materials for wellness events; create Power Point presentations; and will perform other duties as assigned.

When completing the City of Austin employment 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.

  • Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
  • A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates.
  • A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers.
  • A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position.

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. Supplemental information or changes to your application will not be accepted after the job posting closes. 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).

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.

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.
  • And are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.

An assessment(s) may be administered as part of the interview process.

This position has been approved for a Criminal Background Investigation ( CBI ).

Pay Range
$19.72 - $25.15 per hour

Hours
Monday through Friday, 8 am - 5 pm. Hours may vary based on work demands and business needs.

Job Close Date
06/25/2021
Type of Posting External
Department Human Resources
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Clerical
Location 505 Barton Springs Road, Suite 600, Austin Texas 78704
Preferred Qualifications
  • Knowledge of Microsoft Excel, Word, and Power Point
  • Experience in front desk coverage/receptionist
  • Experience in Customer Service.
  • Ability to work in a fast-paced environment
  • Experience with multi-tasking
  • Ability to take direction from multiple staff
  • Experience in taking meeting minutes
  • Ability to travel to more than one work location

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 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.

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 (*).
* This position requires graduation from an accredited four (4) year college or university with major course work in Business, Public Administration or Public Administration or related field, plus four (4) years experience in a professional/administrative capacity. Education or experience will substitute for education up to a maximum of four (4) year. Do you meet these requirements?
  • Yes
  • No
* Please describe your proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook and PowerPoint? If you do not have experience in this area, please list, N/A.
(Open Ended Question)
* Please describe in detail your experience working as a front desk receptionist or as an administrative staff in a professional office setting providing strong in person and over the phone customer service.
(Open Ended Question)
* This position requires the ability to multitask and work in a fast paced environment. Describe your experience working in this type of environment.
(Open Ended Question)
* Describe your experience taking directions from multiple staff members.
(Open Ended Question)
* Do you have experience preparing and taking meeting minutes? If so, please describe.
(Open Ended Question)
* If identified as a top candidate, do you agree to a criminal background check (CBI)?
  • Yes
  • No
* Do you have the ability to travel to multiple sites as part of the regular job duties?
  • Yes
  • No

Optional & Required Documents
Required Documents Cover Letter Resume Optional Documents

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