Administrative Specialist

Job Description:

Administrative Specialist

Description

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.

Licenses or Certifications:

None
Notes to Applicants

Austin Resource Recovery ( ARR ) is an organization of 500 plus employees that provides residential curbside collection of trash, recycling, and composting to the residents of the Austin metropolitan area. Additional services include bulk and large brush collection, street sweeping, dead animal collection, and a drop-off center for hard-to-recycle items and household hazardous waste.

This position will provide administrative support to the Diversion Facilities team as well as the Executive Management team. The ideal candidate uses independent judgement to perform data analysis and problem solving, recommends administrative improvements, and conducts research. This position will prepare various reports, maintain databases, tables, queries, forms and templates, will ensure appropriate control and access to information, will validate data integrity, and incorporate the appropriate data into working databases as necessary. This position will coordinate travel and training for special projects, conferences, business meetings, employee appreciation events, fundraising campaigns and mandatory trainings.

The ideal candidate will perform Records Management activities including file creation, retention and observing disposal schedules. Additionally, it will be responsible for administrative financial activities such as purchasing, coordinating between clients and vendors, generating purchase requests, and/or budget management including purchase requests for marketing/advertising services and monitoring to ensure delivery of services. This position will also be responsible for handling requests such as CAFs (Citizen Action Forms), RCA’s (Request for Council Action) as well as other confidential documents. They will collaborate with other divisions within Austin Resource Recovery and will have heavy customer/citizen contact, responding to and resolving internal/external complaints and creating various reports based off this information.

Application: Each individual who submits an Application as provided in the Municipal Civil Service Rules and meet the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Your application should reflect your complete employment history (to include 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”). The responses to the supplemental questions inquiring about experience should be reflected on your application.

Skills Assessments: A competency assessment may be required to verify your skill set.

90-Day Provision for Additional Vacancy: This posting may be used to fill other similar positions within Austin Resource Recovery outside of the division listed above.

Nepotism Policy: The City of Austin Nepotism Policy states, “No person, regardless of job title or length of tenure with the City, shall be employed in a position in which the relative has direct or indirect supervisory authority regarding the terms and conditions of their relative’s employment.”

Virtual Interviews: Austin Resource Recovery may conduct virtual interviews.

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.

Physical Requirements: Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds. Prolonged periods of sitting at a desk and working on a computer.

Benefits: Working with the City of Austin at Austin Resource Recovery ( ARR ) provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

This position is eligible for the Public Service Loan Forgiveness ( PSLF ) Program. This is a federal program designed to encourage individuals to work in public service by forgiving the balance of their federal student loans upon meeting program requirements.

Military/Veteran: Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

Tobacco and Vape-Free Workplace: All Austin Resource Recovery locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any ARR worksite - including parking lot or in any personal vehicle located on the premises.
Pay Range
$24.08 - $27.93

Hours
6:30 am - 3:30 pm: Monday - Friday
Job Close Date 04/16/2025 Type of Posting External Department Austin Resource Recovery Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 3810 Todd Lane Austin, TX 78744 Preferred Qualifications
a) Purchasing, generating purchase requests and inventory experience
b) Organizing meetings, agendas, and emails
c) Dealing with customer and/or citizen complaints
d) Business writing, writing reports, spreadsheets, memos, fliers, policies, procedures
e) Working with various databases and computer programs
f) Records retention and electronic records management
g) Ability to travel to various locations

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 has been approved for a Criminal Background Investigation. EEO/ADA
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.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The Administrative specialist position requires 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 minimum of four (4) years. Do you meet these requirements?

• Yes
• No

* This position requires a criminal background check. By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Check.

* This position will handle administrative and financial tasks such as payroll reports, cash reports, financial reconciliations, purchasing requests, and other record keeping. Please describe your experience with these types of administrative and financial tasks.
(Open Ended Question)
* Please describe your experience working as an administrative staff in a professional office setting providing in person and over the phone customer service in a high volume capacity.
(Open Ended Question)
* Do you have the ability to work additional time outside the regular schedule as needed?

• yes
• no

* Indicate your highest skill level in Microsoft Excel.

• Beginner: skill level includes data entry, basic formatting (page setup, column width, etc.), creating spreadsheets, etc.
• Intermediate: skill level includes basic calculations, use of functions, complex formatting (cell manipulation, etc.), charts/graphs (static), etc.
• Advanced: skill level includes pivot tables, V Lookups, formula creation, use of functions for formula creation, etc.
• Expert: skill level includes macros creation, complex formula creation/manipulation, charts/graphs (dynamic), create database queries, etc.
• None of the above

* Indicate your highest level in Microsoft Word.

• Beginner: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell checks, inserting date/time, etc.
• Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents, etc.
• Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, etc.
• Expert: skill level includes creating index/concordance, line drawings and macros, importing/exporting files, etc.
• None of the above

* Indicate your highest level in 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

* Which of the following best describes your experience with Microsoft PowerPoint?

• No Experience.
• Basic: edit/create simple presentations.
• Intermediate: create a variety of presentations, reformat individual slides, reformat document features such as color, font size and style of text.
• Advanced: create/edit complex, professional-quality presentations with transitions, integrate other Microsoft aspects such as tables, charts and graphics.

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents