Administrative Specialist, Austin Public Health

Job Description:

Administrative Specialist, Austin Public Health

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.

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.
  

Preferred Qualifications:

• Experience working in public health with a focus on maternal, child, and adolescent health.
  
• Knowledge of public health accreditation standards.
  
• Knowledge and skill in using artificial intelligence (AI) platforms, SharePoint, Excel and PowerPoint.
  
• Ability to safely and routinely perform physical tasks including bending, stooping, reaching, reaching, pushing, pulling, and lifting up to 25 lbs.
  
• Ability to travel to multiple worksites.
  

Notes to Candidate:

Position Overview:

This Administrative Specialist position provides high-level administrative support to the Assistant Director of the Community Services Division, with backup support for the Department Director and other divisions as needed. This role ensures smooth operations, efficient processes, and effective coordination across executive and division-level functions to include but not limited to the following:

• Executive Support: Manage Assistant Director’s calendar, schedule, and prepare for meetings and events, track signature items, and follow up on action items.
  
• Process & Organization: Develop and implement efficient workflows, maintain paper/electronic files, coordinate facility activities, and oversee warehouse/storage inventories.
  
• Meeting & Event Management: Prepare agendas, capture meeting notes, and ensure timely follow-up on executive/division-level action items.
  
• Travel & Training Coordination: Plan travel arrangements, submit requests accurately, and ensure compliance with departmental procedures.
  
• Administrative Operations: Facilitate Requests for Council Action, Citizen Action Forms, Open Records Requests, Weekly Departmental Reporting, and division-level correspondence/routing.
  
• Leadership & Supervision: Provide guidance, assign/review work, and train Administrative Seniors and other division staff as needed.
  
• Research & Communication: Monitor social media, research best practices, and support communication initiatives.
  
• Procurement & Supplies: Purchase supplies and ensure availability with functioning copy and meeting spaces.
  

The position serves as a key administrative leader within the division, ensuring consistency and accountability. It requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic accredited public health environment.

Physical Location: 2400 Grove Blvd, Austin, TX

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

**Hours may vary due to operational needs. Evenings and weekends may be required **

Salary and Benefits: $24.40 - $28.42 per hour

• 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.
  

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 .
  

Be a part of Austin Public Health, https://youtu.be/wJgNIc3ivkA .

“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- including construction sites, parking lots, garages, or in personal vehicles parked on the premises."

Immunization Requirement:

• Due to high-risk areas, Austin Public Health employees must comply with the department’s immunization policy.
  

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.
  

When completing the City of Austin employment application:

• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
  

• A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position. Be sure to provide the job title, employment dates and description of responsibilities for all jobs you wish to be considered.
  

• The application is an official document; incomplete applications will not be considered. A resume will not be considered, in lieu of a completed City of Austin application.
  

• Please understand that your job application, cover letter, and resume will be used to measure or assess your written communication skills, including grammar and spelling, in helping us screen applications and determine candidates to be interviewed.
  

• Work experience listed must include month, year, and a verifiable Supervisor or Human Resources phone number.
  

• When completing the supplemental questions, please note that your answers must be supported by information contained in your application.
  

ADDITIONAL DOCUMENTS REQUIRED:

• 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.
  

• All Austin Public Health worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any Austin Public Health worksite - including parking lots, garages, or in any personal vehicle located on the premises.
  

• 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 the Austin Public Health.
  

• This position is eligible for Public Service Loan Forgiveness (PSF) Program. This program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans.
  

If you are selected to interview:

Assessments:

• Military/Veterans must provide a copy of their DD214 at the time of the initial interview to receive military/veteran interview preference
  

• This position will require a pre-employment Criminal Background Investigation (CBI).
  

• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED, undergraduate, and/or graduate degrees, will be required.
  

• A skills assessment may be required.
  

Electronic Notification to Applications:

• Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs.
  

• Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner
  

• Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days.
  

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: 2025-12-30