Administrative Specialist (Temporary/Austin Emergency Management)

About This Position

Job Description:

Purpose:

Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• •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.

Responsibilities - Supervisor and/or Leadership Exercised:

May provide leadership, work assignments, evaluation, training and guidance to others

Knowledge, Skills, and Abilities:

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.

Minimum Qualifications:

• •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.

Licenses and Certifications Required:

None.

Preferred Qualifications:

• •Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software
• •Strong organizational skills with the ability to manage multiple priorities and provide proactive, detail-oriented executive support, including calendar management, executive-level meeting coordination, travel arrangements, training record oversight, and anticipate day-to-day administrative needs.
• •Experience conducting research and performing data analysis, with the ability to use 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/event coordination.
• •Excellent written and verbal communication skills, with experience recording meeting minutes and managing interoffice communication, including email and mail distribution and the ability to draft professional correspondence, prepare reports and presentations, and maintain databases.





Compensation Range:

The annual hiring range for this position is $25.13-$29.34



Physical Location:

5202 E Ben White Blvd
Austin, TX 78741




Notes to Candidate:

Austin Emergency Management is committed to enhancing the city’s readiness and resilience by planning and preparing for emergencies, educating the public on disaster preparedness, developing a trained volunteer network, and managing grant funding to strengthen public safety and homeland security capabilities. The office also coordinates emergency response and recovery operations, supports planned events, and works closely with public agencies and community partners to protect the Austin community when it is most at risk. Guided by its vision of a disaster-prepared and resilient community, AEM serves as the central coordinating hub for preparedness, response, recovery, and public education during any emergency or disaster that disrupts the community.

The Position:

Austin Emergency Management is seeking a Temporary Administrative Specialist. This position will be responsible for the following duties:

• •Provides administrative support on highly technical and/or specialized projects.
• •Gathers, opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails, including interoffice mail management.
• •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 at executive level.
• •Manages office supply inventory and ordering, including departmental printer management.
• •Primary point of contact for employee badge access.
• •Oversees scheduling and administrative functions for all departmental training rooms
• •Coordinates catering services for meeting and events as needed
• •Maintains and track training records for all City-mandated employee trainings.
• •Other duties as assigned.

When completing the City of Austin employment application:

The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history.

• •Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
• •A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates.
• •A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers.
• •A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position.
• •This position has been approved for a Criminal Background Investigation (CBI).

Benefits:

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more i