Administrative Senior (Austin Police)

City of Austin

6d•$22 - $25•Onsite

About The Position

Under limited supervision, this position provides various routine administrative functions to departmental staff. The Internal Affairs Administrative Senior provides administrative, records management, and case support within the Internal Affairs Division. This position handles sensitive and confidential information and assists in maintaining the accuracy, completeness, and integrity of records involving sworn and non-sworn personnel. The role supports Internal Affairs operations by maintaining case information, processing intakes, records, and information requests, researching Internal Affairs histories, compiling data and reports, and coordinating with internal and external stakeholders. The position works closely with the Administrative Specialist and other Internal Affairs personnel to ensure administrative processes are completed accurately, timely, and in accordance with departmental and applicable records requirements. This position reports directly to a civilian Administrative Supervisor.

Requirements

Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job.
Any combination of education and/or work experience will substitute for minimum qualifications.
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 train others.
Ability to work with frequent interruptions and changes in priorities.
Ability to quickly recognize and analyze irregular events.
Ability to establish and maintain good working relationships with other City employees and the public.
Must be able to lift up to 15-20lbs when working on files and picking up office supplies.
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.

Nice To Haves

Experience with customer service and public interaction.
Experience with maintaining confidential files and/or experience which required you to maintain confidentiality.
Experience with and/or having knowledge of records management.
Proficient in Microsoft Outlook, Word, Excel.
Ability to travel to different work locations.

Responsibilities

Provides administrative support on projects by researching and compiling data.
Distributes and reconciles petty cash requests.
Monitors and tracks interdepartmental documents.
Creates, maintains, and archives documents.
Schedules and coordinates meetings and appointments.
Greets visitors, handles their inquiries, and directs them to the appropriate person according to their needs.
Answers multi-line phones, transfers calls, and takes messages.
Opens, sorts, and distributes incoming mail.
Creates and maintains files, documents, records, and reports.
Orders and receives office supplies, ensures invoices match deliveries, and notifies appropriate personnel of discrepancies.
Prepares memos, letters, and other documents.
May lead or train others.