Temporary - Administrative Specialist

Company: City of Austin, TX
Location: Austin
Posted on: June 25, 2022

Job Description:

Bookmark this Posting - Print Preview - Apply for this Job Position Information Position Information Posting Title Temporary - Administrative Specialist Job Requisition Number COA086093 Position Number T61006 Job Type Full-Time Division Name Pipeline Management Services 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 When completing the City of Austin employment application: A detailed, complete employment application helps us to better evaluate your qualifications, and will be used to determine salary if you are selected for the position. Please detail on the application any previous employment that you wish to be considered as part of your qualifications. A rsum is optional, but will not substitute for a complete employment application. Do not use the phrase, "see rsum" to complete your employment application. That will be considered incomplete. Incomplete applications will not be considered. If you are selected to interview: Your skill level in some of the competency areas for this job will be assessed through skills testing - specifically, Microsoft Excel, Word and Outlook - with a required minimum passing score of 70%. If you are selected for hire: 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 in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date Travel: If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations. 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 $19.82 - $25.27 per hour Hours Monday through Friday, 6:30 AM-3:30 PM, option to telework some days. Job Close Date 06/16/2022 Type of Posting External Department Austin Water Utility Regular/Temporary Temporary Grant Funded or Pooled Position Not Applicable Category Clerical Location 2600 Webberville Road, Austin TX 78702 Preferred Qualifications Experience supporting a team that responds during times of emergency, after-hours and for extended periods. Excellent remote customer service skills and Telework experience with the ability to independently problem solve and make decisions. Proficient in utilizing Outlook, Teams, Excel, PowerPoint, Word and screen capture software, creating documentation. Effectively communicate clearly and concisely with internal and external customers while exercising tact, patience, and discretion in a professional manner. Experience using chat based collaboration platforms. Ability to travel to more than one work location. 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 does not require a Criminal Background Investigation EEO/ADA City 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. 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 (). The minimum qualifications for the Administrative Specialist 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 minimum qualifications? Yes No Which of the following best describes your years of experience as a timekeeper using the Banner system or another timekeeping software? Less than (1) year 1-3 years 3-5 years 5-10 years 10 years Describe your experience communicating clearly and concisely in person, by phone, Teams/Skype, and email, while exercising tact, patience and discretion in a professional manner. (Open Ended Question) Describe your ability to multitask, prioritize and manage multiple projects and assignments and work with frequent interruptions while meeting critical deadlines. (Open Ended Question) Which of the following best describes your proficiency with Microsoft Outlook? Basic: able to send/receive emails and schedule calendar items Intermediate: able to reply/forward email, use mail options to mark messages as confidential/high priority, set up read receipts, send meeting notices, set up task lists Advanced: able to view calendar conflicts for multiple users, manage email/calendar for other users, set up rules & alerts, resend/recall emails, assign/track completion status of tasks I do not have experience with Microsoft Outlook, but have experience with a similar office productivity software such as Lotus Notes or Novell GroupWise I do not have experience with Microsoft Outlook Please describe your experience with purchasing software. Be sure to include the types of tasks you frequently perform, the software used, and the number of years you have used the software. (Open Ended Question) Were you referred to this opportunity by an Austin Water employee? If yes, please provide the employee's full name. (Open Ended Question) Do you have the ability to travel to multiple sites as part of the regular job duties? Yes No Optional & Required Documents Required Documents Optional Documents Resume

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