Administrative Specialist

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

The Development Services Department ( DSD ) assists homeowners, business owners, and contractors when they build, demolish, remodel or perform any type of construction to ensure compliance with applicable city and building codes.

Position Overview:
DSD is looking for an individual to support field inspectors by mailing notices, maintaining a record of surveillance cameras throughout the city, and assisting with projects and presentations related to illegal dumping.

Working with the City of Austin provides a number of health and welfare benefits. Please click HERE for more information.

Employment Application:
The City of Austin Employment Application is an official document; incomplete applications will not be considered. A detailed, complete employment application is required.

• Please be sure to detail on the application all relevant employment to be considered as part of your qualifications.
• This detailed application will be evaluated for the qualifications and will be used to establish base pay if you are selected for this position. Be sure to provide job titles, number of employees supervised and employment dates for all jobs you wish to be considered. Describe your specific experience for each position including all job duties and responsibilities.

Post Interview Verification:
If you are selected as the top candidate for a position, DSD -HR will contact the current and former employer, as well as the professional references listed in the application. Please ensure the contact information on the application is accurate. Top candidates will also be required to provide proof of education from an accredited organization, copies of any professional licenses or certificates listed on the application and a copy of your DD-214 if claiming veteran’s preference.
Assessment(s): Candidates selected for interview may undergo a skill/competency-based assessment(s).

Critical Employee: Critical employees are considered necessary and vital and support activities that impact City or department operations. This work can be done while at a designated work site or while working at an alternate work location. Critical employees who are able to work at an alternative work location are required to do so. Schedules may be modified, and employees may be reassigned to another area during extraordinary situations or emergency conditions to provide essential services.

THE DEPARTMENT MAY CLOSE THIS JOB POSTING AT ANY TIME AFTER 7 DAYS .

Pay Range
$24.08 - $27.93 per hour

Hours
Monday-Friday - 9:00 a.m. - 5:00 p.m.
Job Close Date 12/18/2024 Type of Posting External Department Development Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 6310 Wilhelmina Delco Dr., Austin, TX 75752 Preferred Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Skilled in creating and managing Microsoft Excel spreadsheets.
• Experienced in designing and delivering presentations using Microsoft PowerPoint.
• Familiar with using Microsoft Teams for communication and collaboration.
• Knowledgeable in utilizing case management systems effectively.

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 Americans with 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 Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

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 (*).
* The minimum qualifications for the Administrative Specialist position are: 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. Do you meet these minimum qualifications?

• Yes
• No

* This position requires a criminal background check. By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Check

* Describe your experience creating Microsoft Excel Spreadsheets, including functions utilized.
(Open Ended Question)
* Describe your experience communicating effectively via virtual meeting software, such as Microsoft Teams.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, PowerPoint, and Outlook?

• No experience
• Basic: create/edit simple documents, simple presentations, & emails; send/receive emails and schedule calendar items
• Intermediate: create/edit a variety of documents & presentations; reformat document features such as color, font style & size of text, change page size/width, & filter/sort data fields/reformat individual slides; set up read receipts, send meeting notices
• Advanced: create/edit complex documents& professional-quality presentations with transitions; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another; view calendar

* Describe your experience in working with case management systems.
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents

• 

• City of Austin

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