Administrative Supervisor (Director's Office)

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity.
• Master’s Degree may substitute for required experience up to a maximum of two (2) years.
• Experience or education may substitute up to the maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants

Austin Water is a large and complex department of the City of Austin, with over 1,300 employees, and multiple facilities across a wide geographical area. Austin Water provides drinking water and wastewater services to over one million customers in the Austin area and manages over 40,000 acres of preserve land for drinking water quality and endangered species habitat. Austin Water’s Director’s Office is seeking an administrative supervisor to manage Austin Water’s records and information management program along with providing administrative support for the Director’s Office. This will include Austin Water’s main phone line, invoice processing, procurement, and other general administrative support.

Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more - click HERE for more information.

When completing the City of Austin employment application:

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications. Please include contact information from previous employers.
• 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 title and employment dates for all jobs you wish to be considered. Please refer to the preferred qualifications listed in this posting when completing the “Duties and Responsibilities” section for each job listed on your application, describing which preferred qualifications are applicable for that position including any preferred software used.
• A resume is required but will not substitute for a complete employment application. Please do not use the phrase “see resume” or refer to other documents to complete your application. Do not leave the “Duties and Responsibilities” sections blank. These will be considered incomplete applications. Incomplete applications will not be considered.
• A cover letter is also required. In the cover letter candidates should describe, in a concise detail, their interest in this position and highlight any prior experience that is relevant to this position. If a cover letter as described above is not attached, the application will be considered incomplete. Incomplete applications will not be considered.

If you are selected to interview:

• Your skill level in Clerical Proofreading and Office Reasoning will be assessed, with a required minimum passing score of 70%.

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) is required. You must provide proof of education from an accredited organization or institution. You must also provide proof of your professional licenses or certifications.
• If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date.
• A criminal background investigation is required.

Critical Employee:

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

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.

Secondary Employment:

• All Austin Water employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.
• AW must 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.

Austin Water worksite locations are tobacco-free. 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.
Pay Range
$26.61 - $31.87

Hours
Monday - Friday: 7:30 a.m. - 4:30 p.m.
Job Close Date 03/27/2025 Type of Posting External Department Austin Water Utility Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location Waller Creek Center, 625 E. 10th st, Austin TX Preferred Qualifications
Preferred Experience:

• Experience communicating clear direction for employees to meet performance goals, including completing performance reviews, mentoring, evaluating, recognition, and counseling employees, as well as developing and implementing team performance measures, tracking metrics, accountability, and identifying performance gaps.
• Records and information management experience and familiarity with local government policies and procedures.
• Experience with accounts payable and receivable and the timely processing of invoices using the City of Austin’s AIMS system or other similar purchasing/procurement software.
• Strong organizational skills and experience in planning, organizing, and managing the delivery of administrative services to support organizational goals.
• Ability to travel to other City of Austin work locations, as needed.

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.
Coordinates and ensures adherence to quality standards, deadlines and proper procedures of work performed by office, administrative, or customer service employees. Provides employees with guidance in handling difficult or complex problems and in resolving escalated complaints or disputes. Interprets and communicates work procedures and policies and procedures to staff and assures compliance. Responds to and resolves sensitive inquiries and complaints, and issues from both internal and external sources. Interprets policies and procedures and recommends appropriate courses of action. Acts in a liaison capacity with other departments, divisions, and organizations. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data; provides written and/or oral reports. Works on multiple/diverse complex issues requiring advanced knowledge and experience. Develops and monitors budget. Monitors projects performance and timelines.

Responsibilities- Supervision and/or Leadership Exercised:

• Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal

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 the daily operations of the area supported.
• Knowledge of supervisory and managerial techniques and principles.
• Knowledge of city practice, policy and procedures.
• Knowledge of applicable processes, techniques and methods.
• Knowledge of fiscal planning and budget preparation.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to work with frequent interruptions and changing priorities.
• Ability to establish and maintain good working relationships with city employees and the public.
• Ability to conduct research, identifying and analyzing trends, including root cause analysis.

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 Supervisor position are: Graduation with a Bachelor's degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity. Master's Degree may substitute for required experience up to a maximum of two (2) years. Experience or education may substitute up to the maximum of four (4) years. Do you meet these minimum qualifications?

• Yes
• No

* How many years of experience do you have directly supervising others including hiring, coaching, and having full responsibility for development and performance management?

• Less than 2 years
• More than 2 years, but less than 5 years
• More than 5 years, but less than 7 years
• More than 7 years

* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, PowerPoint, and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations
• Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields; create a variety of presentations & reformat individual slides
• Advanced: create/edit complex documents, spreadsheets, & presentations/slides; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another

* How many years of experience do you have managing high call volume and routing the calls to the appropriate area/individual for assistance?

• None
• Less than 2 years
• More than 2 years, but less than 5 yrs
• More than 5 years

* How many years of experience do you have in governmental purchasing?

• None
• Less than 2 years
• More than 2 years, but less than 5 yrs
• More than 5 years

* How many years of records management experience do you have?

• None
• Less than 2 years
• More than 2 years, but less than 5 yrs
• More than 5 years

* This position requires excellent communication skills, including both written and oral, with the ability to effectively communicate across a wide range of internal and external customers as well as with department executives. How many years of experience do you have with this skill set?

• None
• Less than 2 years
• More than 2 years, but less than 5 yrs
• More than 5 years

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* This position requires a criminal background investigation (CBI). 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 Investigation.

* Were you referred to this opportunity by an Austin Water employee? If yes, please provide employee’s full name.
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents

• 

• City of Austin

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