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. 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.

About Us!

Austin Transportation and Public Works (ATPW) is a highly reliable organization that builds and maintains infrastructure for our community. Our vision is for Austin to be the model for safe, reliable, and sustainable transportation. We value safety, unity, reliability, accountability, integrity, community, and employee fulfillment.

Job Description:

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:

• 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 first point of contact for division inquiries management requests, etc.
  
• Experience with handling payments from individuals seeking permitting services.
  
• Experience in cash handling, credit card transactions, and preparation of respective reports.
  

Notes to Candidate:

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 the division’s main cashier and receptionist. 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 will 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.

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

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

Essential Employee:

This position is considered an “Essential” role and is essential to the operations of the City based on the preparation, response, and recovery phase of extraordinary situations or emergency conditions. As an employee that has been designated as “Essential” the expectation will be to work at a designated work site during declared extraordinary situations or emergency conditions to serve the community. Essential Employees during emergencies play a role in ensuring the public health, safety, and welfare of our community and ensuring City operations continue.

Pay Rate: $24.40 - $28.42 per hour.

Location: 1501 Toomey Road Austin, Texas 78704

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

Watch for the video linked below to learn more about Austin Transportation and Public Works and its role in the region's mobility landscape. Inside TPW: Click here to watch the video.

Working for the City of Austin provides a number of 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 City of Austin Benefits click here!

A Cover Letter and Resume are required for this position. Please be sure to upload these documents for consideration.

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.

Applicant: READ THIS STATEMENT Regarding your Application:

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. Please list 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"). Resumes will not be used to qualify for the position and will not be used to recommend salary.

Close Job Posting:

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 assigned section will be made at the time of hire based on business needs.

Office Location Notes: Office location is subject to change based on department needs and programs.

PLEASE NOTE: Austin Transportation and Public Works positions are not at 100% remote operation.

Video Conferencing Software Technology:

Austin Transportation and Public Works uses the communication platform, Microsoft Teams, to conduct virtual interviews.

A Cover Letter and Resume are required for this position. Please be sure to upload these documents for consideration.

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.

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: 2025-11-11