Administrative Specialist

City of Austin • Austin, TX

23h • Hybrid

About The Position

Under limited supervision, using independent discretion and judgment, the Administrative Specialist works within a specialized function or a specific area of administrative and staff support. This role provides high-level executive administrative support to the Assistant Director of Operations. This dynamic and fast-paced position requires exceptional organizational skills, adaptability, and discretion. As a key member of the Assistant Director’s team, the successful candidate will manage complex calendars, coordinate email communications, plan meetings, and oversee special projects. This position will work closely with the leadership team and other executives to provide excellent customer service to internal and external customers.

Requirements

• 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 establish and maintain effective working relationships with city employees and the public.
• Graduation with a bachelor's degree from an accredited four-year college or university with major course work in Business or Public Administration or related field, plus four (4) years of experience in a professional/administrative capacity.
• Experience may substitute for education up to a maximum of four (4) years.

Nice To Haves

• Experience in scheduling, managing time-sensitive tasks, and providing support for executive-level staff.
• Experience in coordinating travel and logistics.
• Experience creating reports, presentations, meeting binders, and/or written communications.
• Adobe Acrobat and SharePoint experience, and the ability to enter and edit content and create forms.
• Ability to travel to more than one work location.

Responsibilities

• 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.
• May provide leadership, work assignments, evaluation, training and guidance to others.

Benefits

• Generous leave
• Work-life balance programs
• 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.
• Medical coverage
• Paid leave
• A great retirement plan
• Training opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees