Administrative Specialist (Temporary/Austin Emergency Management)

City of Austin

1d•$24 - $29•Onsite

About The Position

Austin Emergency Management is seeking a Temporary Administrative Specialist to provide specialized administrative and staff support under limited supervision, exercising independent discretion and judgment. The role supports technical and specialized projects and handles time-sensitive and confidential requests and documents. It also supports the office’s preparedness, response, recovery, public education, and emergency operations work through a range of administrative functions. The position manages incoming and interoffice mail, prepares correspondence and reports, conducts research and data analysis, and recommends administrative or process improvements. It maintains records, calendars, and training-room schedules; coordinates meetings, events, travel, and catering; manages office supplies and departmental printer oversight; serves as the primary contact for employee badge access; and tracks required City employee training records. The role may also provide assignments, evaluation, training, and guidance to others. The position is temporary and is based in the office at 5202 E Ben White Blvd, Suite 550, Austin, Texas. Standard hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with flexible, on-demand work in evenings, weekends, or holidays as needed for emergency operations or other business needs. The posting lists an annual hiring range of $25.13–$29.34 and also lists an hourly salary range of $24.08–$27.93.

Requirements

Bachelor’s degree from an accredited four-year college or university, with major coursework in Business Administration, Public Administration, or a related field, plus four years of experience in a professional or administrative capacity; experience may substitute for education up to a maximum of four years.
Knowledge of applicable processes, techniques, and methods, as well as City practices, policies, and procedures.
Oral and written communication skills.
Computer skills and ability to use related software applications.
Ability to handle multiple tasks, prioritize, plan, and organize.
Ability to analyze data and solve problems.
Ability to work with frequent interruptions and changes in priorities.
Ability to manage conflicts and concerns, understand and communicate technical information, and exercise discretion with confidential matters.
Ability to recognize and recommend process improvements.
Ability to lead and train others.
Ability to establish and maintain effective working relationships with City employees and the public.
Ability to perform the essential functions of the job, with or without reasonable accommodations.
No licenses or certifications required.

Nice To Haves

Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and related software.
Strong organizational skills and ability to manage multiple priorities while providing proactive, detail-oriented executive support, including calendar management, executive-level meeting coordination, travel arrangements, training record oversight, and anticipating administrative needs.
Experience conducting research and data analysis and using independent judgment to recommend administrative or process improvements.
Knowledge of office operations and resource management, including supply inventory, printer oversight, badge access control, and meeting and event coordination.
Excellent written and verbal communication skills, including experience recording meeting minutes, managing interoffice communications and mail distribution, drafting professional correspondence, preparing reports and presentations, and maintaining databases.

Responsibilities

Provide administrative support on highly technical or specialized projects.
Handle time-sensitive and confidential requests and documents, including Open Records Requests, Citizen Action Forms, Request for Council Action documents, and other materials.
Gather, open, sort, read, prioritize, and route incoming mail, including faxes, emails, and interoffice mail.
Verify the accuracy and completeness of critical documents, including public information requests, records, correspondence, and regulations.
Prepare memos, letters, correspondence, reports, and presentations using computers, spreadsheets, databases, and presentation software.
Perform data analysis and problem solving using independent judgment, and recommend policy, administrative, or process improvements.
Conduct research, compile data, and prepare documents for consideration and presentation.
File and retrieve documents, records, and reports.
Attend meetings, record minutes, and distribute meeting notes.
Maintain calendars and coordinate executive-level meetings, conferences, events, travel itineraries, and travel arrangements.
Manage office supply inventory and ordering, including departmental printer management.
Serve as the primary point of contact for employee badge access.
Oversee scheduling and administrative functions for departmental training rooms.
Coordinate catering services for meetings and events as needed.
Maintain and track records for City-mandated employee training.
May provide leadership, work assignments, evaluation, training, and guidance to others.
Perform other duties as assigned.