Temporary - Administrative Specialist

City of Austin
Austin, TX Temporary
POSTED ON 1/14/2024 CLOSED ON 1/26/2024

Job Posting for Temporary - Administrative Specialist at City of Austin

Position Information

Posting Title
Temporary - Administrative Specialist

Job Requisition Number
COA090828

Position Number
T62006

Job Type
Full-Time

Division Name
Austin Transportation

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 and Certifications Required:
  • None.

Notes to Applicants
The Administrative Specialist will play a crucial role in supporting the Mobility Services Division’s operations and maintaining its high level of customer service. As the primary point of contact for the division, the Administrative Specialist will act as one of the division’s main cashiers and receptionists. They will also be responsible for performing data entry into several databases, maintaining accurate cashier balancing and reconciliation spreadsheets, and processing all office supplies. Additionally, this role will serve as the primary contact for building services and report directly to the Mobility Services Division Manager. The ideal candidate for this position will possess strong attention to detail, excellent communication skills, and the ability to manage multiple tasks simultaneously. They should also be comfortable working in a fast-paced environment and be able to work effectively with a wide range of stakeholders. In addition to these core responsibilities, the Administrative Specialist will be expected to assist with other duties as assigned by the division manager.

Criminal History Background Check:
The top candidate will be subject to a Criminal Background Investigation prior to the hire date. The selected candidate will be subject to a Department of Public Safety (DPS) Criminal Background Investigation after the hire date with the City of Austin. A successful rating from both Criminal Background investigations is required for this position. Failure to successfully pass the DPS investigation will result in separation of employment from the City of Austin.

If the position you are applying for has the ability/opportunity to telework, we offer a hybrid schedule to work in the office and remotely.

Regarding your Application:
A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine your salary if you are selected for this position. Please list your complete employment history (including all job duties responsibilities and employment dates) on your online application. The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). Resumes will not be used to qualify for the position and will not be used to recommend salary.

View a Video about the Austin Transportation and Public Works Department

Working for the City of Austin provides many health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities, and more. For more information on the City of Austin Benefits click here:
https://www.youtube.com/watch?v=wu4fqWGoH0E


Assessment:
This position may require a skills assessment.
Close Job Posting:
The department may close the job posting at any time after 7 days.

90-Day Provision for Additional Vacancy:
This posting may be used to fill other vacancies in other sections within the Division. Decisions on the assigned section will be made at the time of hire based on business needs.
PLEASE NOTE: Austin Transportation positions are not at 100% remote operation.

Video Conferencing Software Technology:
Austin Transportation Department uses the communication platform, Microsoft Teams, to conduct virtual interviews.

Pay Range
$23.76 – $27.56 per hour

Hours
Monday to Friday; 7:30 a.m. – 4:00 p.m.
  • Hours may vary depending on departmental needs and initiatives.

Job Close Date
01/26/2024

Type of Posting
External

Department
Austin Transportation

Regular/Temporary
Temporary

Grant Funded or Pooled Position
Not Applicable

Category
Professional

Location
1501 Toomey Road, Austin, TX, 78704

Preferred Qualifications
Preferred Qualifications
  • Front office experience in a high-traffic reception area.
  • Excellent customer service skills to handle difficult customers on the phone or in person.
  • Experience being the first point of contact for division inquiries, management requests, etc.
  • Experience with handling payments from individuals seeking permitting or similar services.
  • Experience in cash handling, credit card transactions, and preparation of respective reports.

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 – 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.

Criminal Background Investigation
This position has been approved for a Criminal Background Investigation.

EEO/ADA
The 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.

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.
Specialist temporary
City of Austin -
Austin, TX
(Temporary) - Administrative Assistant - (Part-Time)
City of Austin -
Austin, TX
Administrative Specialist
Meta -
Austin, TX

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