Administrative Specialist

Minimum Qualifications
Education and/or Equivalent Experience:

• 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
This position will provide administrative support to three directors over the Power Production work groups - Power Project and Asset Management, Engineering and District Energy & Cooling. Duties will include daily administrative tasks as well as occasional special projects.

This position has been designated as a Critical Employee position. Critical Employees are considered necessary and vital and supports activities that impact City or department operations. This work can be done while at a designated work site or while working at an alternate work location. Critical employees who are able to work at an alternative work location are required to do so. Schedules may be modified, and employees may be reassigned to another area during extraordinary situations or emergency conditions to provide essential services.

Benefits:
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 for more information.

Assessments:
Your skill level in some of the competency areas for this job may be assessed through skills testing.

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.

Pay Range
$23.76 - $27.56

Hours
Monday through Friday
8:00 a.m. to 5:00 p.m.
Job Close Date 07/10/2024 Type of Posting External Department Austin Energy Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 4815 Mueller Blvd, Austin TX 78723; Hybrid Preferred Qualifications
Preferred Experience:

• Experience in records management to include record-keeping practices, filing, indexing, archiving and disposal of paper and electronic records.
• Experience with Adobe Acrobat, SharePoint and PowerPoint experience and the ability to enter and edit content.
• Experience with monitoring budgets
• Intermediate proficiency in Microsoft Word, Excel, and Outlook 2016 or later.
• Strong business writing skills and experience preparing comprehensive correspondence, including reports and internal communications.
• Experience processing accounts payable to include purchase requisitions, petty cash, and employee reimbursements.
• Experience managing schedules and calendars for supported program areas and leadership.
• Strong organizational skills and experience with planning, organizing, and working with frequent interruptions and changes in priorities.

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 of this position are 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 requirements?

• Yes
• No

* Please describe how you meet the minimum qualifications referenced above. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable).
(Open Ended Question)
* What type of records management experience do you have, if any?

• None
• Filing and indexing
• Filing, indexing, and archiving
• Filing, indexing, archiving, and disposition
• Filing, indexing, archiving, disposition, and management of a records control schedule

* Please describe in detail your proficiency level and experience working with Adobe Acrobat to create, edit, and export PDF files.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, and emails.
• Intermediate: create/edit a variety of documents and spreadsheets; reformat document features such as color, font style, and size of text, change page size/with, and filter/sort data fields.
• Advanced: create/edit complex documents and spreadsheets; Integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data mail merge, import data from one document to another.

* Do you have experience monitoring budgets?

• Yes
• No

* Please describe your experience processing accounts payable transactions.
(Open Ended Question)
* Describe your experience managing schedules and calendars for supported program areas.
(Open Ended Question)
* 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.

• Yes

Optional & Required Documents

Required Documents Optional Documents

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