Administrative Specialist

Position Information Posting Title Administrative Specialist Job Requisition Number COA084540 Position Number 118297 Job Type Full-Time Division Name Financial Services Minimum Qualifications Education and/or Equivalent Experience: 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: The position resides in the Financial Services Department, supporting the Capital Contracting Office. The position is responsible for providing coverage to the reception desk during the core business hours of 8:00 am to 5:00 pm. The position is responsible for processing travel and training payments or reimbursements, performing purchasing and accounts payable functions, performing timekeeping duties and other general support tasks as assigned. The ideal candidate will possess: Exceptional Customer Service Skills Ability to multitask Experience performing purchasing and accounts payable duties Experience performing timekeeping duties and auditing payroll Ninety Day (90) day provision for additional vacancy: When the same or an additional vacancy occurs within a department in the same job title within 90 days after the start date of the top candidate, the hiring department may offer the additional position to another candidate from the same candidate pool.Application Instructions and Top Candidate Requirements: A detailed and complete Employment Application is required. Resume and Cover Letter are required and will not be accepted in lieu of a complete online Employment Application. Employment history dates on resume should match online Employment Application. Employment history dates must include month and year. Please include contact information from previous employers. Candidates may be subject to a skills assessment. The candidate selected for this position may be required to provide proof of education. This position will require a pre-employment Criminal Background Investigation. Working with 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, training opportunities and more. Please click HERE for more information. Pay Range $19.82 - $25.27 Hours Monday to Friday.8:00 a.m. to 5:00 p.m. Job Close Date 12/03/2021 Type of Posting External Department Financial Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 721 Barton Springs Rd, Austin, Texas 78704 Preferred Qualifications Exceptional Customer Service Skills Ability to multitask Experience performing purchasing and accounts payable duties Experience performing timekeeping duties and auditing payroll 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 American 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 TTY (512) 974-2445. 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 minimum qualifications of this position are 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. Do you meet this requirement? Yes No * If identified as a top candidate, do you agree to a Criminal Background Investigation (CBI)? Yes No * Explain your approach to providing exceptional customer service. (Open Ended Question) * This position requires the ability to multi-task; please describe how you have demonstrated the ability to multi-task in current and/or previous positions. (Open Ended Question) * Describe your experience performing purchasing and accounts payable duties. (Open Ended Question) * Describe your experience performing timekeeping duties and auditing payroll for compliance. (Open Ended Question) Optional & Required Documents Required Documents Cover Letter Resume Optional Documents

Created: 2021-11-29