Temporary Business Process Specialist

City of Austin

2d•$27 - $34•Onsite

About The Position

Under general supervision, this position performs professional level work involving research and analysis of a variety of routine/semi routine administrative and operational support duties in the area of project management, quality management, performance measurement, change management and business process improvement. Provides support and assistance to senior process consultants, auditors and team leaders. Austin Resource Recovery (ARR) is a department of the City of Austin with over 530 employees. We provide essential services that protect people and our planet. We collect recycling, composting, trash, large brush, bulk items, household hazardous waste and dead animals. We also sweep the streets, offer Austin and Travis County residents a service to recycle and safely dispose of household hazardous waste and provide community outreach and education. ARR is driving the global transformation of traditional waste management to sustainable resource recovery. ARR is seeking a Temporary Business Process Specialist to provide high-level administrative and operational support to the Assistant Director who oversees three divisions: Human Resources, Customer Service, and Public Information & Marketing. This role requires someone who can operate with minimal direction, navigate a municipal organizational structure, and build professional rapport with internal and external stakeholders, including City Council members' offices. The position is responsible for managing calendars and correspondence, coordinating division activities, tracking deliverables, reviewing information, and serving as a liaison across city departments and executive offices.

Requirements

Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job.
Experience may be substituted for education up to a maximum of four (4) years.
Ability to travel to more than one work location.
Ability to handle confidential information with discretion and professionalism.
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 business strategies, objectives, planning, development and management processes and process improvement.
Knowledge of research methodologies, cost/benefit analysis, statistics and financial modeling.
Knowledge of applicable City of Austin, state and federal statutes, ordinances and codes.
Knowledge of performance measures, quality improvement programs and project management methods.
Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic.
Skill in using computers and related software applications.
Skill in data analysis and problem solving.
Ability to quickly recognize and analyze irregular data and situations.
Ability to work independently and with teams.

Nice To Haves

Proven experience providing high-level administrative support, which includes managing complex calendars and scheduling; handling email triage and correspondence, understanding clearly what is theirs to act on and what must be routed elsewhere or as directed
Demonstrated experience handling day-to-day issues, inquiries, and information requests, and routing items to the appropriate division for response and resolution
Experience tracking incoming requests, assignments, key deadlines, and deliverables related to strategic initiatives, ensuring reminders and follow-ups are handled promptly
Experience coordinating and tracking multiple projects, including stakeholder communication and timeline management
Experience gathering, analyzing, and synthesizing data to prepare correspondence, reports, documents, files, research summaries, and briefing materials ahead of executive meetings and phone calls.
Experience acting as a liaison between executive leadership and others
Proven ability to own travel and logistics end to end: flights, hotels, ground transportation, itineraries, and contingency planning to help free up executive bandwidth for high-value work

Responsibilities

Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas.
Develops and maintains databases to support data analysis and research findings for business projects.
Assists in the preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements.
Writes reports that summarize findings, data collection techniques, implementation options, etc.
Establishes project schedules using project planning software/tools, updates, and maintains project status reports.
Communicates project/process status.
Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives.
Facilitates and documents meetings, action items, and processes using flowcharting methodologies.
Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.
Manages complex calendars and scheduling.
Handles email triage and correspondence.
Handles day-to-day issues, inquiries, and information requests, and routing items to the appropriate division for response and resolution.
Tracks incoming requests, assignments, key deadlines, and deliverables related to strategic initiatives, ensuring reminders and follow-ups are handled promptly.
Coordinates and tracks multiple projects, including stakeholder communication and timeline management.
Gathers, analyzes, and synthesizes data to prepare correspondence, reports, documents, files, research summaries, and briefing materials ahead of executive meetings and phone calls.
Acts as a liaison between executive leadership and others.
Manages travel and logistics end to end: flights, hotels, ground transportation, itineraries, and contingency planning.
Handles confidential information with discretion and professionalism.
Travels to more than one work location.
Manages calendars and correspondence.
Coordinates division activities.
Tracks deliverables.
Reviews information.
Serves as a liaison across city departments and executive offices.