Administrative Specialist

City of Austin • Austin, TX

5d • $24 - $28 • Hybrid

About The Position

JOIN THE CITY OF AUSTIN TEAM At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation : Work in an environment where employees are valued and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and 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. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country. Job Description: Administrative Specialist Capital Deliver Services Purpose: Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support. Position Overview: The Administrative Specialist position will support Austin Capital Delivery Services' divisions by managing processes, coordinating internal workflows and ensuring operational efficiency across team projects. This role plays a key part in providing day-to-day administrative support; managing calendars, meeting coordination; maintaining organized digital filing systems and document repositories; purchasing and tracking division supplies; invoicing processes; and supporting budget tracking activities.

Requirements

• 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.
• 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.

Nice To Haves

• Experience coordinating travel, purchasing, inventory and records management.
• Experience effectively multi-tasking, organizing and prioritizing tasks and schedules in a fast-paced, high-volume environment.
• Experience delivering a high degree of professional level customer service conveying clear, concise, and accurate information.
• Experience creating and distributing internal communications, including creating and/or updating standard operating procedures.
• Describe your strong proficiency with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook with strong experience managing calendars.
• 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

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and 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.
• Health and Wellness The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level