Administrative Manager

Posting Title: Administrative Manager

Job Requisition Number: COA090016

Position Number: 119095

Job Type: Full-Time

Division Name: Director's Office

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Planning, Economics, plus five (5) years experience in a managerial support service function, two (2) years of which were in a lead or supervisory capacity.
• Master’s degree may substitute for two (2) years of the required supervisory experience.
• Experience may substitute for education up to the maximum of four (4) years.
•  

Notes to Applicants:

Position Overview:

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 experienced manager and strategic team leader to develop and oversee the new Records and Inquiry Management Program, supervising a team of full-time staff. Primary duties will be overseeing the department’s records/information management program, managing responses to public information requests, managing responses to sensitive/escalated inquiries from the public, City Manager’s Office and City Council and overseeing provision of department-wide administrative services.

Working with Austin Water provides a number of benefits including 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.
• 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.
• A resume is required, but will not substitute for a complete employment application. Incomplete applications will not be considered. 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.

If you are selected to interview:

• Your skill level in some of the competency areas for this job — specifically Clerical Proofreading and Office Reasoning — People Management — will be assessed through skills testing with a required minimum passing score of 70%.
• Your skill level in some of the competency areas for this job will also be assessed through a writing assignment you will be given to complete prior to the interview and a brief presentation about your written response during the interview.

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 proof of your professional licenses or certifications.
• If you are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.
• A criminal background investigation is required.

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.
• Austin Water 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.

Effective October 1, 2014, all 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 lot, garage or in any personal vehicle located on the premises.

Pay Range: $32.89 – $41.93

Hours: Monday – Friday: 8:00 a.m. - 4:30 p.m. with some flexibility.

Job Close Date: 09/29/2023

Type of Posting: External

Department: Austin Water Utility

Regular/Temporary: Regular

Grant Funded or Pooled Position: Not Applicable

Category: Professional

Location: Waller Creek Center, 625 E. 10th St. Austin, TX 78701

Preferred Qualifications: 

• Demonstrated high level of organizational management and supervisory skills with the ability to plan for and meet ongoing multiple deadlines, high volumes of requests, and tight turnaround times
• Demonstrated success in developing and leading process improvements, task delegation and prioritization to meet program and organizational goals
• Experience providing excellent customer service and facilitating resolution of escalated/complex customer issues, coordinating, collaborating, and working effectively with other departments or units within an organization and adapting communication styles to meet the needs of internal and external customers and business objectives
• Experience in records and information management for a large and complex organization, including records classification projects, and knowledge of applicable laws, policies and procedures
• Experience in managing responses to public information requests and knowledge of applicable laws, policies and procedures
• Ability to oversee delivery of a range of department-wide administrative services, including budget oversight and contract management
• Ability to exercise sound judgement in sensitive and complex matters, maintain discretion and coordinate with wide range of levels from executives to front-line staff

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. Manages division activities to ensure effectiveness and efficiency. Identifies and analyzes trends; determines methodologies to implement change.
2. Develops and implements short and long range plans, programs, and personnel that provide clerical and administrative support.
3. Prepares, presents, and monitors the departmental budget, ensures department operates within appropriated budget.
4. Monitors contracts and agreements with suppliers, distributors and other organizational entities
5. Performs economic or business needs forecasting.
6. Evaluates and analyzes programs, recommends improvements and/or policy changes..
7. Monitors external regulatory and legal precedents effecting the operation of the division and department.
8. Acts as a liaison with other city departments and management personnel.

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 applicable processes, techniques, and methods.
• Knowledge of fiscal planning and budget preparation.
• Knowledge of Federal, State, Local laws.
• Knowledge of city practice, policy and procedures.
• Knowledge of supervisory and managerial techniques and principles.
• 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 conduct research, identifying and analyzing trends, including root cause analysis.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain effective communication and 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 (*).

1. * This position requires graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, Planning, Economics, plus five (5) years experience in a managerial support service function, two (2) years of which were in a lead or supervisory capacity. Master's degree may substitute for two (2) years of the required supervisory experience. Experience may substitute for education up to the maximum of four (4) years. Do you meet the requirements?

• Yes
• No

1. * How many years of supervisory or lead experience do you have prioritizing and delegating work assignments to employees to meet organizational goals?

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

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

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

1. * Which best describes your level of experience with records management? Select all that apply.

• Supervision of staff to oversee a records management program
• Certified in records management
• Experience with records management in a large and complex organization
• Experience with complex records classifications projects
• Experience with government records management
• Experience with records retention, filing, archiving and destruction
• Experience with digital records management systems
• Experience with paper to digital records conversion projects

1. * How many years of experience do you have responding to public information requests?

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

1. * How many years of experience do you have coordinating responses to sensitive and/or escalated customer issues?

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

1. * 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

1. * 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.

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

Required Documents:

1. Cover Letter
2. Resume