Administrative Specialist (Austin Police Oversight)

City of Austin•Austin, TX

8d•Hybrid

About The Position

Under general supervision, this position will be responsible for providing administrative support to the Complaint Division of Austin Police Oversight in everyday operations. Responsibilities will include: Completing intake of administrative complaints received from community members by phone, email and online forms regarding their interactions related to police misconduct. Collecting, organizing and interpreting data in support of quarterly meetings and yearly reports regarding the Complaints Division. Monitoring the APO resource account to manage the division calendar, respond to communication from community members or other departments and route received communications to appropriate staff.

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.
Successful candidates must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

Nice To Haves

Proficient in MS Office Suite.
Bilingual (English/Spanish, Speak/Read/Write).
Experience in local/city/municipal government.
Experience with customer service.
Experience in data collection, organization and interpretation.

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.