Administrative Specialist

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

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.

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

Preferred Qualifications:

Payroll experience and experience using automated timekeeping systems such as BANNER, ADP, PeopleSoft or Kronos
Experience processing accounts payable, to include working with other departments and vendors to meet strict payment deadlines and using the City of Austin’s AIMS or eCombs systems, or other similar financial management software
Experience working independently in remote locations, where the team you supported were not at the same building
Demonstrated experience providing excellent customer service, including research and resolution to complex issues
Experience developing professional correspondence in a variety of formats, for distribution to a wide variety of recipients
Experience providing administrative support to a management team and technical field crew
Database or software experience and the demonstrated ability to compile data from various sources to produce comprehensive reports or presentations
Familiarity with records management best practices and experience with records control schedules, retention periods, and disposal of paper and electronic records
Advanced proficiency in Microsoft Word 2016
Ability to travel to more than one work location