Administrative Specialist

Job Description:

Administrative Specialist

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. Our guiding principles-Empathy, Ethics, Excellence, Engagement, and Equity - anchor our approach in delivering services that significantly impact the lives of Austin residents. 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.
  
• Diverse and Inclusive Workplace: Work in an environment where every voice is 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 designed to 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 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.
  

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 and Certifications Required:

None

Preferred Qualifications:

• Experience in an administrative capacity, including purchasing, generating purchase requests , and managing inventory.
  
• Previous experience in an administrative role handling office management, reception, and professional phone correspondence.
  
• Advanced proficiency in Microsoft Excel, and demonstrated ability to work with various databases and computer programs
  
• Excellent communication skills with the ability to solve customer and/or citizen complaints
  
• Excellent organizational and time management skills, with experience coordinating meetings, managing agendas, booking travel, and assisting with records retention and electronic records management
  
• Strong business writing skills for creating reports, spreadsheets, memos, fliers, policies, and procedures
  
• Ability to travel to more than one work location
  

Notes to Candidate:

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 HR and Finance Divisions.

The ideal candidate will have strong interpersonal communication skills, with the ability to successfully communicate with all levels of management. This candidate will also be a strong problem-solver and can take initiative on various projects. This position will act as the HR/Finance Single Point of Contact (SPOC).

Duties include, but are not limited to, the following:

• Provide administrative and staff support for the human resources and financial services divisions, including maintaining various calendars, recruiting event calendar, division vehicle uses sign-in/out, and maintenance schedule. Coordinate mail and package deliveries to division staff. Support the divisions by preparing memos, letters, and correspondence regarding the hiring process and other things. Serve as travel liaison to support staff through the travel approval process and completion of required documents. SPOC duties, including gathering SSPRs
  
• Manage and maintain both division’s office and copier supplies and facilitate payment to vendors via ProCard.
  
• Coordinate meeting, conference, and event logistics. Asset management duties including vehicle assignment and other inventory duties as assigned.
  
• Perform research, attending meetings, taking detailed notes, compiling and preparing summaries and memos, and presenting information using presentation, spreadsheet, and document processing software.
  
• Maintain the HR reception desk by greeting incoming customers, routing incoming phone calls, and managing the HR Questions email box
  
• Maintain and manage the department personnel file room and employment hiring folders and packets.
  
• Manage the Public Information Requests (PIRs) and other projects related to gathering and providing information to other City departments and offices.
  
• Opens, sorts, reads, prioritizes and routes incoming mail.
  

Pay Range: $24.40 - $28.42 per hour. Your detailed and complete employment application will be used to evaluate your qualifications and determine your salary if you are selected for this position.

Days & Hours: Monday - Friday; 8:00 a.m. - 5:00 p.m. Employees may be required to work some early mornings, after hours, weekends, and special events due to business needs.

This is an in-office position with no telework opportunity.

Address: 1520 Rutherford Lane, Austin, TX 78754

Application: Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets 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. Your 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. The responses to the supplemental questions inquiring about experience should be reflected on your application.

Resume/Cover Letter: Please upload your resume and cover letter along with your completed application. Please note, NEITHER OF THESE WILL TAKE THE PLACE OF A FULLY COMPLETED APPLICATION.

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”).

References and Employment Verification: Please include in your cover letter three professional references, with one being your current or most recent supervisor.

Virtual Interviews: Austin Resource Recovery may conduct virtual interviews.

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.”

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 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.

Essential/Critical Employee Designation: Some positions are designated as critical or essential. Employees in these roles are required to report to work during emergencies or when operations are modified. This may include working from a designated site or an alternative work location.

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 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.

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.

Closing Date/Time: 2025-10-11