Administrative Specialist

Position Information Posting Title Administrative Specialist Job Requisition Number AE503897 Position Number 109313 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:NoneNotes to Applicants This role supports Payment Services Management which includes Credit & Collections, Remittance Process, Utility Customer Service Centers. This role handles confidential and highly sensitive information as part of as part of records management, accounts receivable reporting, and city council related deliverables.Working with Austin Energy provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click HERE (http://www.austintexas.gov/department/active-employee-benefits) for more information.Employment Application:The City of Austin employment application is an official document; incomplete applications will not be considered.

Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.

The Employment Record should be complete with job titles, employment dates, job duties, functions, and responsibilities for each position held. Starting salary will be based on overall relevant experience from your application.

Résumés will not be accepted and statements such as “see résumé” will not be accepted. You may use “N/A” for fields that are not applicable.

Please note that Austin Energy may close the job posting at any time after 7 days from the date of the initial advertisement. Once the job posting has closed, applications cannot be changed.

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.

If you are identified as a top candidate 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.

This position requires a criminal background investigation.

Work Schedule:

Work hours may include after hours, holidays, and weekends.

Shifts may change according to departmental needs.

Employee may be required to work additional hours outside of regular work schedule.

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.Essential: This has been designated as an Essential Employee position. In the event of a City-designated emergency, Essential Employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees and ensure the continuity of essential operations. In such an emergency, Essential Employees may be called back in, may be required to modify their schedule, may be assigned to a City-designated work site, or may be retained on site to assist with operations and recovery.Pay Range $24.08 – $27.93Hours Monday through Friday8:00 a.m. – 5:00 p.m.Some evening and weekends based on essential business needsJob Close Date 11/27/2024 Type of Posting External Department Austin Energy Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 4815 Mueller Blvd Preferred Qualifications Experience with government or corporate travel and reimbursement processesExperience with records and information managementExperience with budgeting and monitoring inventoriesExperience managing calendars and planning team eventsExperience handling confidential and sensitive informationExperience with Microsoft Word, Excel, PowerPoint, Outlook, and VisioAbility to travel to mulitple sites.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.Supplemental Questions Required fields are indicated with an asterisk ().

The minimum qualifications for this position include 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

Please describe your experience with handling travel and employee business reimbursements.

(Open Ended Question)

Describe your experience in records management, including, but not limited to: record keeping practices, filing, archiving and disposal.

(Open Ended Question)

Describe your experience performing essential administrative functions such as meeting planning, meeting documentation, budget planning, purchasing, and budget monitoring.

(Open Ended Question)

Describe your experience with maintaining confidentiality and maintaining confidential information and/or records. Please indicate from which positions listed on your City application you gained this experience. If none, please put N/A.

(Open Ended Question)

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

No experience

Basic: create/edit sample 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, changes page size/width, & filter/sort data fields, create a variety of presentations & reformat individual slides.

Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as table charts, mathmatic formulas hyperlinks, graphics; data/merge, import data from one document to another, create/edit complex, professional quality.

Do you have the ability to travel to multiple sites throughout the workday?

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.

This position is categorized as Essential Personnel which requires reporting to work during emergency and/or bad weather closures. Are you available to work these additional shifts/hours?

Yes

No

Optional & Required Documents

Required Documents

Optional Documents

Contact City of Austin Employment Services

Office: 512-978-JOBS (5627)

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