Administrative Specialist (Customer Care)

Austin EnergyAustin Texas16d ago

Position Information

  • Position InformationPosting TitleAdministrative Specialist (Customer Care)Job Requisition NumberAE501864Position Number109514Job TypeFull-TimeDivision NameCustomer Account ManagementMinimum 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




Notes to Applicants

POSITION DESCRIPTION:

Austin Energy is seeking an Administrative Specialist to provide support for utility executives in the area of Customer Care Services. The top candidate will work well under pressure, be organized, and technologically savvy. The individual will develop efficient processes for managing an executive office and build relationships with key departments to facilitate the flow of information and documents. This person will provide excellent customer service to ensure staff, customer, and vendor needs are met in a timely fashion without overscheduling the executive calendar. They will also maintain confidentiality and handle highly sensitive information.

APPLICATION:

The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history. A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates. Any gaps in employment must have an explanation and dates of unemployment. Please be sure that your application is a reflection of your entire work history.

Resumes will not be accepted. Statements such as “see resume” will not be accepted. You may use “N/A” for fields that are not applicable. Starting salary will be based on overall relevant experience from your employment application. Supplemental information or changes to your application will not be accepted after the job posting closes.

The responses to the supplemental questions must reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.

We reserve the right to verify high school and college education for the top candidate(s).

If you have any questions regarding your City of Austin employment application, please use the official website of the City of Austin as reference. www.austintexas.gov

ASSESSMENTS:

Candidates selected for interview(s) may be required to complete an assessment(s) approved by Municipal Civil Service process, Rule 4.

VETERAN INTERVIEW PREFERENCE:

Military/Veterans must provide a copy of their DD214 verifying honorable discharge, at the time of initial interview to receive military/veteran interview preference.

CRIMINAL HISTORY BACKGROUND CHECK:

The top candidate will be subject to a minimum 10 year criminal history background check.

FAIR LABOR STANDARDS ACT:

This position is classified as NON-EXEMPT.

CLOSING OF REQUISITION:

Please note that Austin Energy may close the job posting at any time after 7 days from the date of the initial advertisement.

Pay Range$18.95 – $23.63

Hours40 hour work week, 8 a.m. to 5 p.m., Monday through Friday. May occasionally work evenings, weekends or holiday. Hours may change based on business needs.

Job Close Date 

04/15/2019Type of PostingExternalDepartmentAustin EnergyRegular/TemporaryRegularGrant Funded or Pooled PositionNot ApplicableCategoryProfessionalLocation721 Barton Springs Rd., Austin, Texas 78704Preferred QualificationsAdministrative experience directly reporting to and supporting executive level management.

Recent (within the last 12 months) experience with coordinating travel, purchasing, and records management.

Experience effectively multitasking, organizing and prioritizing tasks and schedules.

Experience and high proficiency with Microsoft Outlook managing executive calendars.

Experience and high proficiency with Microsoft Office Suite including Word, Excel, and PowerPoint.

Experience delivering a high-degree of professional level customer service conveying clear, concise, and accurate information on behalf of an executive.

Experience developing and maintaining successful interdepartmental and customer relationships.

Experience working with highly confidential and sensitive information and maintaining discretion.

Experience working efficiently and effectively while under high demand and pressure.

Duties, Functions and ResponsibilitiesEssential 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

Knowledge, Skills and AbilitiesMust 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 InvestigationThis position has been approved for a Criminal Background Investigation.EEO/ADACity of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * 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
  1. * Please describe how you meet these minimum qualifications. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of education for experience (if applicable).
  2. (Open Ended Question)
  3. * If selected as a top candidate, do you agree to a criminal background investigation?
  • Yes
  • No
  1. * How many years of administrative experience to you have providing support to executive level management?
  • None
  • 1 - 2 years
  • 2 - 3 years
  • 3 - 4 years
  • 4 - 5 years
  • More than 5 years
  1. * Describe your experience providing administrative support to executive level management. Indicate in which position on your application you gained this experience, your role, the team size and roles of team members. If you do not have this experience, please put N/A.
  2. (Open Ended Question)
  3. * Describe your experience and high proficiency with Microsoft Outlook managing executive calendars. Include your number of years of experience and reference where in your application you gained this experience.
  4. (Open Ended Question)
  5. * Which of the following best describes your level of proficiency with Microsoft Word?
  • Basic: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell check, inserting date/time
  • Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents
  • Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, creating index/concordance, line drawings and macros, importing/exporting files
  • Limited or no MS Word experience, but proficiency with another word processing application such as WordPerfect or Apple Pages
  • No experience with Microsoft Word or other word processing applications
  1. * Which of the following best describes your proficiency with Microsoft Excel?
  • No experience
  • Basic: create/edit simple spreadsheets, sort data, enter formulas
  • Intermediate: create/edit spreadsheets, create charts/graphs from spreadsheet data, hide and unhide rows/columns, use basic functions such as SUM, AVERAGE, and COUNT
  • Advanced: develop complex spreadsheets, create charts/graphs/tables, import data from external databases, use AutoFilter to analyze data, use complex functions/formulas for math & logic equations
  1. * Which of the following best describes your proficiency with Microsoft PowerPoint?
  • Basic: edit/create simple presentations
  • Intermediate: create a variety of presentations, reformat individual slides, reformat document features such as color, font size and style of text
  • Advanced: create/edit complex, professional-quality presentations with transitions, integrate other Microsoft aspects such as tables, charts and graphs
  • Limited or no MS PowerPoint experience, but proficiency with another presentation application, such as Lotus Symphony or Apple Keynote
  • No experience with Microsoft PowerPoint
  1. * Do you have experience using Microsoft Visio or another flowcharting/value-stream mapping software?
  • Yes
  • No
  1. * Describe your experience providing high-level customer service. Please indicate in which position on your application you gained this experience. If you do not have this experience, please put N/A.
  2. (Open Ended Question)
  3. * Describe an experience in working on a special project.
  4. (Open Ended Question)
  5. * Describe your recent (within the last 12 months) experience coordinating travel, purchasing, and records management for an executive. Include your number of years of experience and reference where in your application you gained this experience.
  6. (Open Ended Question)
  7. * Describe your experience effectively multitasking, organizing and prioritizing tasks and schedules. Include your number of years of experience and reference where in your application you gained this experience.
  8. (Open Ended Question)
  9. * Describe your experience developing and maintaining successful interdepartmental and customer relationships. Include your number of years of experience and reference where in your application you gained this experience.
  10. (Open Ended Question)
  11. * Describe your experience working efficiently and effectively while under high demand and pressure. Include your number of years of experience and reference where in your application you gained this experience.
  12. (Open Ended Question)
  13. * Describe your experience working with highly confidential and sensitive information and maintaining discretion. Include your number of years of experience and reference where in your application you gained this experience.
  14. (Open Ended Question)
  15. * Do you currently hold a valid Texas Class C Driver's License?
  • Yes
  • No
  1. * I verify that my application is complete and current. I have included all job duties, responsibilities, and employment dates. I understand that my application is a reflection of my entire work history, starting salary is based on overall relevant experience from my application, and resumes are not accepted. I agree that if my application is not current, complete, or factual it will not be considered.
  • Yes
  • No

Optional & Required Documents

Required DocumentsOptional Documents