Administrative Specialist

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

1. Provides administrative support on highly technical and/or specialized projects.
2. 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.
3. Verifies accuracy and completeness of critical documents such as PIO (Public Information Office) requests, records, correspondence, regulations, etc.
4. Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails.
5. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
6. Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements.
7. Conducts research, compiles data, and prepares documents for consideration and presentation.
8. Files and retrieves documents, records and reports.
9. Attends meetings, records minutes and distributes meeting notes.
10. 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:

• Experience providing direct administrative support to a management team or assigned work group including coordinating multiple calendars and preparing/editing documents, reports, presentations and internal communications
• Skill and demonstrated experience in communicating effectively and professionally in work related settings, including de-escalating situations and conflict resolution in-person and by phone
• Experience with complex timekeeping, including providing guidance on policies, verifying time cards, and entering payroll data into an automated timekeeping system such as ADP, PeopleSoft or Banner
• Basic knowledge and experience with records management practices to include records control schedules, retention periods, and disposal of paper and electronic records
• Experience in inventorying, procurement and receiving office supplies
• Strong organizational skills and demonstrated experience in planning, organizing and working with frequent interruptions and changes in priorities
• Experience with SharePoint and the ability to enter and edit content
• Experience using GIS systems
• Experience using development software, such as the City of Austin’s AMANDA system, Project Dox or other development systems
• Ability to travel to more than one work location