Administrative Specialist - Austin Financial Services

City of Austin•Austin, TX

1d•$24 - $28•Hybrid

About The Position

Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support. This position is responsible for providing administrative support to executive leadership, senior management, and multiple teams, divisions, and business units. General duties include, but are not limited to, answering incoming calls, processing mail, and performing payroll-related tasks. This role is responsible for processing invoices; handling requests for memberships, certifications, training, and travel; and providing additional general administrative support as assigned.

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

Strong customer service, interpersonal, and communication skills
Experience providing administrative support to executive leadership or senior management, and multiple teams
Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and SharePoint
Experience processing invoices, purchase requests, or other financial and administrative transactions
Ability to work independently while exercising sound judgment and initiative
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.