Administrative Specialist

3 weeks ago

Austin, United States City of Austin Full time $24 - $28
Minimum Qualifications
  • 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.
Position Overview
  • This position manages all communication and administrative support for the Chief Administrative Officer (CAO), Human Resources Unit, and Communications Unit of Austin Public Health. This position plays an important role in the communications with City staff, City management, field staff, media, and community partners.
  • This position meets and corresponds with the Austin Public Health executive leadership team, APH staff, City staff, internal and external stakeholders on developing agendas for each meeting, working with staff on PIO request, CAF, and PIR’s. This position also prepares memos and correspondence for the office of the CAO.
  • Additionally, this position conducts research, compiles reports, makes travel arrangements, coordinates meetings, manages the CAO’s calendar and provides administrative support as needed throughout the public health department.
Grant Funded Position
  • This position is grant-funded, meaning its financial support comes from allocated funds that may be modified, reduced, or canceled at the discretion of the City of Austin or the grant provider.
APH Information
  • This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan.
  • Departmental Competencies related to the position can be found on Austin Public Health’s website.
  • When public health responds to an emergency, you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than Austin Public Health.
If you are selected to Interview
  • This position will have in-person interview(s).
    • This position will require a pre-employment Criminal Background Investigation (CBI).
    • An additional Criminal Background Investigation will be administered on behalf of the Texas Department of State Health Services will be required upon employment and a successful result is a condition of employment.
Regarding your Application
  • A detailed, complete City of Austin employment application is required to evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position.
  • Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application.
  • Work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number.
  • Incomplete applications will not be considered.
Salary and Benefits
  • Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, paid sick, vacation, and personal time, and a retirement plan.
Electronic Notification to Applicants
  • Applicants will be notified via e-mail to communicate important information related to the status of their application.
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.

Tobacco Free Workplace

The City of Austin is a tobacco-free workplace. Use of tobacco products and/or e-cigarettes is not permitted on any City of Austin worksite.

Preferred Qualifications
  • Strong written and verbal communication skills.
  • Manage executive level schedule including coordination of travel plans.
  • Proficiency in Microsoft Office Suite applications with the ability to create and maintain complex tracking systems.
  • Ability to travel to more than one work location.
Duties, Functions and ResponsibilitiesEssential 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
  • May provide leadership, work assignments, evaluation, training and guidance to others
Knowledge, Skills and AbilitiesMust 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.
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.

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