Temporary Administrative Specialist

City of Austin•Austin, TX

7d•Onsite

About The Position

Austin Facilities Management (AFM) is seeking an Administrative Specialist who will be responsible for entering and disseminating work orders in the computerized maintenance management system (CMMS), preventive maintenance scheduling, facility resource calendaring, classroom reservations and facilities asset management. The ideal candidate will have experience using a computerized maintenance management system (i.e., work order system) software and heavy Microsoft Office - Outlook calendaring. You must be able to work in a high traffic, working environment, must be able to multitask, prioritize and manage multiple projects and assignments with frequent interruptions while meeting critical deadlines. You will have administrative/clerical experience and customer service skills.

Requirements

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.
Graduation 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.
A resume and cover letter are required for consideration.
List your complete employment history, including job titles, employment dates, number of employees supervised (if applicable), and detailed job duties and responsibilities descriptions.
Do not use statements such as “see resume” or “see LinkedIn profile.”
Resumes will not substitute for a complete application and will not be used to determine qualifications or salary.
A resume and cover letter is required and should describe your interest in the position and highlight relevant experience.
All responses to supplemental questions must be supported by information in your application.
No changes will be accepted after the job posting closes.
If you are Selected as a Top Candidate: We will verify your employment history, professional references, and education (including high school, undergraduate, and/or graduate degrees).
Proof of education from an accredited institution, verification of professional licenses or certifications, and a copy of your DD-214 (if claiming veteran’s preference) may be requested directly from the issuing institution or accrediting authority.
Verification of foreign education credentials through a recognized third-party evaluation service and confirmation of accreditation status with the issuing institution and its accrediting body.
Providing unofficial credentials during the application process is recommended to support meeting minimum qualifications.
A formal and official verification process will be required before the offer extension step if you are selected for the offer.
This position may require a valid Texas Class C Driver’s License or the ability to obtain one by your hire date.
External new hires must meet the City’s Driver Record Evaluation (DRE) standards (e.g., no more than 3 moving violations or 6 points in the last 36 months).
If the position requires travel, you must meet City of Austin's Driver Record Evaluation (DRE) requisite standards, Otherwise, you are responsible for transportation to and from multiple job sites as needed.
Some positions are designated as Critical or Essential. Employees in these roles are required to report to work during emergencies or when operations are modified. This may include working from a designated site or an alternative work location.
A skills assessment may be required as part of the hiring process.
Veteran candidates must provide a copy of their DD-214 at the interview to receive the veteran’s preference.
A criminal background check may be required, depending on the responsibilities of the position.

Nice To Haves

Previous experience as a Senior Level Administrative Assistant or similar role within a fast-paced, multi-tasking, customer-facing environment.
Experience using a computerized maintenance management system (i.e., work order system software)
Experience working in a facilities maintenance environment
Strong working knowledge of Microsoft 2010 suite to include Word, PowerPoint, Excel and Outlook.
Familiarity with maintenance service request activities; including generating purchase and/or delivery orders.

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