AE Administrative Specialist ESFO

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin we are more than just an employerwe are a vibrant community dedicated to shaping one of the nations most dynamic and innovative cities. As we strive to fulfill our commitment as public servants it is important that we ground our efforts in a set of guiding principles Empathy Ethics Excellence Engagement and Equity anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career contributing to the community and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.

• Value and Innovation : Work in an environment where employees are valued and innovation thrives.

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave work-life balance programs and extensive benefits.

• Retirement Security: Plan for the future with the City of Austin Employees Retirement System.

• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.

• Focus on Wellness: Stay healthy through wellness programs on-site fitness centers and mental health support.

• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

By joining us you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Job Description:

Purpose:
Under limited supervision using independent discretion and judgment works within a specialized function or a specific area of administrative and staff support.

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 ORRs (Open Records Request) CAFs (Citizen Action Forms) RCAs (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 - Supervisor 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.

Minimum Qualifications:

• Graduation with a bachelors 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 and Certifications Required: None.

Preferred Qualifications:

• Experience coordinating travel purchasing and records management.

• Experience effectively multi-tasking organizing and prioritizing tasks and schedules in a fast-paced high-volume environment.

• High proficiency with Microsoft Office Suite including Word Excel PowerPoint and Outlook managing calendars.

• Experience delivering a high degree of professional level customer service conveying clear concise and accurate information

• Experience developing and maintaining successful interdepartmental and customer relationships.

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

• Ability to travel to more than one work location.

Notes to Candidate:

Austin Energy is seeking an experienced Administrative Specialist to provide high-level administrative support to the ESFO Director. Primary duties will include Outlook scheduling email filing and correspondence tracking expenses records management making travel arrangements providing excellent customer service to both internal and external customers completing payroll/timekeeping processes and serving as the backup in several other administrative functions. This individual must be able to prioritize daily tasks and operate efficiently with multiple interruptions and the utmost confidentiality.

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.

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 fi elds 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.

Good Standing Employees:
Employees in Good Standing who are candidates within the department/division that the position resides in and who meet the minimum and all of the preferred qualifications (if any) of the position will be included
in the initial interview.

Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

Pay Range: Commensurate

Location/Hours:
8003 Decker Lane Austin Texas 78724

Monday-Friday 6:30 am to 3:30 p.m. Employee may be required to
work additional hours outside of regular work schedule.

Work Schedule:

This position has been designated as aCritical Employeeposition. 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.

Important Note to Applicants:
Please be aware that the Job Posting Close Date reflects the final day to apply but the posting will close at 11:59 PM the day before the date listed.
All application steps including attachments and submission must be fully completed before that time.

We also recommend that you save or print a copy of the job posting
for your records. Once a posting has closed it will no longer be viewable in the system.

EEO Statement for City of Austin:

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 addition the City will not discriminate in employment decisions on the basis of an individuals 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.

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 or Texas Relay by dialing 7-1-1.