Administrative Specialist

City of Austin

3d•Hybrid

About The Position

Austin Energy is seeking an experienced Administrative Specialist to provide high-level administrative support in a specialized area. This position will support the Electric System Shared Services group and the Emergency Management group. This role requires independent discretion, judgment, and the ability to handle sensitive and confidential documents, including Open Records Requests, Citizen Action Forms, and Request for Council Actions. The ideal candidate will be skilled in data analysis, problem-solving, and policy recommendations, with a strong ability to manage multiple tasks and shifting priorities. Overtime may be required for tasks such as completing timekeeping reports for one of our operational groups or as directed.

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 work with frequent interruptions and changes in priorities.
Ability to establish and maintain effective working relationships with city employees and the public.
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.

Nice To Haves

Experience coordinating travel, purchasing, and records management.
Experience effectively multi-tasking, organizing and prioritizing tasks and schedules in a fast-paced, high-volume environment.
High proficiency with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook managing calendars.
Experience delivering a high-degree of professional level customer service conveying clear, concise, and accurate information.
Experience developing and maintaining successful interdepartmental and customer relationships.
Experience working with highly confidential and sensitive information and maintaining discretion.
Ability to travel to multiple work locations during scheduled hours.

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