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
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.

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

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. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
• 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.
• The responses to the supplemental questions should reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.
• 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.

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 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 are 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.

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.

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- including construction sites, parking lots, garages, or in personal vehicles parked on the premises.
Pay Range
$24.08 - $27.93

Hours
Monday - Friday
8:00 a.m. - 5:00 p.m.
(weekends and holidays may be required based on need)
Job Close Date 02/03/2025 Type of Posting External Department Austin Public Health Regular/Temporary Regular Grant Funded or Pooled Position Grant Funded Category Professional Location 7201 Levander Loop 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 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 (*).
* This position requires Graduation 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. Do you meet the minimum qualifications for this position?

• Yes
• No

* Describe your experience working in a high-level administrative and/or executive assistant position that supported Executives, Senior Directors or Directors - give examples of the administrative processes that you have followed in managing an executive calendar of appointments, meetings and teleconferences; completing complex reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
(Open Ended Question)
* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* Due to working in high risk areas, applicants applying for this position must comply with the departments immunization policy as a condition of employment. Can you meet this requirement?

• Yes, I will comply to the vaccinations required by the APH department
• No, I cannot meet this requirement

* 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 Criminal Background Investigation (CBI) to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation (CBI).

* Confidentiality Agreement: This recruitment process is confidential and applicants must comply with this agreement to maintain the integrity of the hiring process. Do you agree to protect the privacy of the process by not discussing the specifics of any phases of the testing with other candidates, the public, or any unauthorized persons who do not have a specific or official need to know?

• Yes
• No

* In the prior twelve months have you been employed by, owned any interest in, or been an officer or board member, for any business entity, including a non-profit organization, that is transacting any business with the City of Austin, including a recipient of any contracts, grants, or any funds of any kind from the City of Austin?

• Yes
• No

If you answered yes to the previous question, please explain below.
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents