What are the responsibilities and job description for the Administrative Assistant position at City of Austin?
Position Information
Posting Title
Administrative Assistant
Job Requisition Number
COA093370
Position Number
110561
Job Type
Full-Time
Division Name
Police Headquarters
Minimum Qualifications
Education and/or Equivalent Experience:
- Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.
- Education and or experience will substitute for the minimum qualifications
Licenses or Certifications:
- None.
Notes to Applicants
The purpose of this position is to provide support in the maintenance and archival of applicant records for the Recruiting unit. The position verifies the accuracy and completeness of various database entries, applicant data, performs background checks, stores and organizes psych evaluations, and manages calendars and meetings. This position maintains personnel rosters/emergency information, greets potential applicants and stakeholders, responds via telephone and e-mail to the needs of applicants, and monitors applicant progress reports for sworn personnel and background investigators. Additionally, the admin maintains the office supplies for the unit and is the point person for maintenance and organization of the on-site file room that archives all Recruiting records.
The top candidate/s will be required to complete an assessment as part of the interview process.
City of Austin Application:
A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles, job duties performed, full or part time status. Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment or computer software used.
CBI:
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions. Please Click here to find more information.
Secondary Employment:
All Austin Police employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department.
- APD must review all secondary employment.
- Employees are required to submit a Secondary Employment Application for review and approval upon being hired with APD, as well as current APD employees considering Secondary employment.
Benefits:
Working with the Austin Police Department provides a number of health and welfare benefits, such as medical, paid leave time, retirement plan, training opportunities and more. Please click here to find more information.
To learn more about working with the City of Austin, click here to watch a short video!
Travel:
If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
EEO/AA statement:
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Pay Range
Commensurate
Hours
8:30 AM – 5:00 PM; Monday – Friday
Job Close Date
03/31/2025
Type of Posting
External
Department
Police
Regular/Temporary
Regular
Grant Funded or Pooled Position
Not Applicable
Category
Clerical
Location
1520 Rutherford Ln., Austin, TX 78754
Preferred Qualifications
Preferred Experience:
- Skilled in oral and written communication, customer service, and teamwork.
- Skilled in multitasking with frequent interruptions, extremely organized, with strong time management skills.
- Payroll experience using automated timekeeping.
- Experience in records maintenance, control schedules, retention periods, and filing paper and electronic records.
- Experience supporting executive staff, and working with law enforcement personnel.
- Ability to exercise discretion and use integrity in all confidential matters.
- Ability to lift 20 lbs. with or without accommodations.
- Ability to problem solve and possess a strong work ethic.
- Ability to travel to more than one work location.
- Proficient in Microsoft Word, Excel, and Outlook.
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.
- Greets visitors, handles their inquiries, and directs them to the appropriate person.
- Answers multi-line telephones, or two-way radios and directs calls or takes messages.
- Maintains office supply inventories by placing orders.
- Schedules and coordinates meetings.
- Distributes, disperses, and reconciles petty cash requests.
- Types letters, memos, forms and other correspondence.
- Picks up, sorts and delivers mail to appropriate person.
- Files and retrieves documents, records and reports.
- Maintains records, enters data and retrieves data as needed.
- Analyzes and interprets data and prepares reports.
Responsibilities – Supervisor and/or Leadership Exercised:
- None.
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 practices, policy and procedures.
- Skill in oral and written communications.
- Skill in using computers and related software.
- 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 establish and maintain good working relationships with city employees and the public.
Criminal Background Investigation
This position has been approved for a Criminal Background Investigation.
EEO/ADA
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within
the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.
