Administrative Specialist - Customer Assistance Program

City of Austin

5d • $24 - $28 • Onsite

About The Position

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. The Administrative Specialist position will support Austin Energy's Customer Assistance Program team by managing processes, coordination internal workflows and ensuring operational efficiency across team projects. This role plays a key part in providing day-to-day administrative support; managing calendars, meeting coordination and agendas; maintaining organized digital filing systems and document repositories; coordination vendor paperwork, contracts and invoicing process; and supporting budget tracking activities. Job Description: Administrative Specialist Purpose: Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.

Requirements

• 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.
• 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.

Nice To Haves

• Experience coordinating travel, purchasing, and records management.
• Experience effectively multi-tasking, organizing and prioritizing tasks and schedules in a fast-paced, high-volume environment.
• High proficiency with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook managing calendars.
• Experience delivering a high-degree of professional level customer service conveying clear, concise, and accurate information.
• Experience developing and maintaining successful interdepartmental and customer relationships.
• Skill in coordinating calendars, meetings, interviews, and events.
• Experience creating and distributing internal communications.
• Effective written and verbal communication and interpersonal skills
• Experience working with highly confidential and sensitive information and maintaining discretion.
• Ability to travel to multiple work locations during scheduled hours.

Responsibilities

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

Benefits

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level