14 Nov

Administrative Specialist Temporary Jobs Vacancy in City Austin Austin

Position
Administrative Specialist Temporary
Company
City Austin
Location
Austin TX
Opening
14 Nov, 2018 30+ days ago

City Austin Austin urgently required following position for Administrative Specialist Temporary. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Specialist Temporary Jobs Vacancy in City Austin Austin Jobs Details:

  • 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 will be responsible for assisting with the various day-to-day functions in the Office of the Fire Chief, providing assistance with the Department’s Records Management Program and will take part in the Administrative Cross-Training Program. Additional responsibilities will include:

  • Provides administrative support on highly technical and/or specialized projects to the Senior Executive Staff, which includes the Assistant Chiefs and Assistant Director.
  • Verifies accuracy and completeness of critical documents such as, records, correspondence, regulations, department memorandums, etc.
  • Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and e-mails, for Assistants Chiefs and Assistant Director.
  • Prepares memos, letters and other correspondence using computer, spreadsheets, or databases for the Executive Team.
  • Completes a broad variety of administrative tasks for the Executives including managing extremely active calendars; completing expense reports; composing and preparing correspondences that are extremely confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Using independent judgment, performs data analysis, problem solving and recommends policy and administrative improvements.
  • Researches, prioritizes and follows up on incoming issues and concerns addressed to Assistant Chiefs, including those of sensitive or confidential nature. Determines appropriate course of action, referral or response.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, triaging phone calls, and other tasks that facilitate the Assistant Chief’s ability to effectively lead the Department.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Conducts research, compiles data, and prepares document for consideration and presentation.
  • Files and retrieves documents, records and reports.
  • Attends meetings, records minutes and distributes meeting notes.
  • Provides assistance to other divisions through cross-training including:
  • 1.Collaborating with other administrative personnel to create, identify, and report on areas within the program;
    2.Assist with training of new staff.
  • Provides assistance to the Department Records Analyst including:
  • 1.Coordinating the records inventory project within assigned divisions or unit;
    2.Ensure Department’s records management training is taken by all designees;
    3.Disseminate information to divisional staff about the program;
    4.Review the division’s recordkeeping practices for compliance and consult with the Department Records Analyst and Records Administrator to identify practices that require improvement to increase efficiency or implement corrective action for plan compliance; and;
    5.Serve on the Records Management Executive Team.
  • All other duties as assigned.
  • Cover letter and resume will be considered a writing and attention to detail assessment.

Pay Range

$18.95 – $23.63
Commensurate


Hours

Monday-Friday 8:00 am to 5:00 pm


Job Close Date
11/25/2018

Type of Posting
External

Department
Fire

Regular/Temporary
Temporary (No benefits)

Grant Funded or Pooled Position
Not Applicable

Category
Clerical

Location
4201 Ed Bluestein Austin TX 78721

Preferred Qualifications
  • At least two years of experience supporting Executives.
  • Two years of experience handling complex travel arrangements.
  • At least one year of experience in event planning.
  • Strong computer skills, to include Microsoft Word, Excel, Outlook, and PowerPoint.
  • Ability to be professional, clear, articulate, and accurate, both verbally and in writing. To include, writing and editing formal letters, memos, and e-mails for both internal and external correspondence.
  • Strong interpersonal skills in communicating efficiently with all levels of employees both (civilian and sworn) and external stakeholders/contacts (the public, community leaders and city council members) while conveying a positive, service-oriented attitude.
  • Exceptional time management skills with the ability to multi-task ad possess a high-level of attention to detail.
  • Ability to work independently and in a team environment.

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 requires a criminal background investigation

    EEO/ADA

    City of Austin is committed to compliance with the American 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 TTY (512) 974-2445.


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