Administrative Specialist

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:

Administrative Specialist

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 aprofessional/administrative capacity.

• Experience may substitute for education up to a maximum of four (4) years.

Licenses and Certifications Required:

None

Preferred Qualifications:

• TCIC/NCIC Certified

• Minimum of 2 years Versadex experience

• Experience researching court dispositions

• TX Class C Drivers License

Notes to Candidate:

Location: 715 E 8th St Austin TX 78701

Hours: 8am -5pm Monday-Friday

This position is located within Austin Police Departments Central Records. The duties of this position include but are not limited to:

• Conducting fingerprint criminal background investigations (CBI) for employment & CJIS access for City of Austin applicants and vendors.

• Responsible for maintaining and updating duty tables and permissions for Versadex access.

• Arrest record entry validation and accuracy.

• Transcription and correction of UCR errors within privatized offense reports.

• Help Desk tickets for transfers name changes outside agencies etc.

City of Austin Application:

A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles job duties performed full or part time status. Your work history should include the duties you performed any supervisory or lead responsibilities and any equipment or computer software used.

A resume and cover letter must be submitted to be considered for this position but will not substitute for a complete employment application. Please verify the employment history dates on your resume exactly match your online application.

CBI:

Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintainCJISeligibility. Due toCJISrequirements related to system access the following will result in being disqualified for this position: Felony Convictions Felony Deferred Adjudication Class A & B Misdemeanor Deferred Adjudication Class B Misdemeanor Convictions an Open Arrest for Any Criminal Offense (Felony or Misdemeanor) and Family Violence Convictions. PleaseClick hereto find more information.

Secondary Employment:

All Austin Police employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employees duty and responsibility to the Department.

• APDmust review all secondary employment.

• Employees are required to submit a Secondary Employment Application for review and approval upon being hired withAPD as well as currentAPDemployees considering Secondary employment.

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.

Benefits:

Working with the Austin Police Department provides a number of health and welfare benefits such as medical paid leave time retirement plan training opportunities and more. Pleaseclick hereto find more information.

To learn more about working with the City of Austinclick here to watch a short video!

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.