What are the responsibilities and job description for the Administrative Specialist (For City of Austin Employees Only) position at City of Austin?

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 or Certifications :

None

Notes to Applicants

The Administrative Specialist Daily responsibilities will include :

1. Receiving, scanning, uploading, and entering assault victim statements ( AVS ) on a records management spreadsheet, as well as filing them.

2. First point of contact for the Domestic Violence phone line. Therefore, notifies personnel by phone or pager of any urgent / important phone calls or requests for information.

3. Maintains unit email and provide information requested; route / handle messages as appropriate. Attach documents and create supplement in associated case when needed.

4. Prioritizes and organizes personal workload to facilitate efficiency in the unit.

5. Forwards case files to Central Records for Expunction or Redaction.

6. Provides assistance to internal and external customers by explaining the unit and departmental policies and procedures.

7. Displays knowledge of the Domestic Violence protocols when answering telephone calls, in order to avoid escalating questions and concerns to the next level.

8. Responsible for processing pseudonyms as needed in a timely manner.

9. Payroll Liaison for the unit.

10. Other admin duties as assigned.

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.

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.

Preferred Qualifications

Experience with ordering office supplies and managing inventory.

Experience working in a law enforcement environment.

Experience working as a liaison for several depts.

Proficiency using Microsoft Excel and Outlook.

Experience maintaining confidentiality and handling confidential information.

Able to lift up to 15-20 pounds with or without accommodations.

Ability to effectively communicate in both English and Spanish.

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 - Supervision 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.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO / ADA

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.

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.

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Administrative Specialist (For City of Austin Employees Only)

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