Administrative Specialist
City of Austin
Position Information Position Information Posting Title Administrative Specialist Job Requisition Number COA091950 Position Number 103874 Job Type Full-Time Division Name Police Headquarters Minimum Qualifications Education and/or Equivalent Experience: 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 Office of Community Liaison (OCL) Administrative Specialist position purpose is to monitor and process all requests for the Office of Community Liaison (ie: event participation and attendance, volunteer scheduling, meetings, phone calls, purchase request forms, and all travel arrangements). The Administrative Specialist will manage and maintain the calendar for the Unit. Handle inquiries and requests by forwarding to the OCL Manager and the correct neighborhood liaisons. They will also read incoming letters; memos; requests and more to determine their significance to the OCL and respond appropriately to them. This position will manage and provide clerical support for the functions of the OCL team. This position will prepare correspondence, and work with other staff within the unit/ department in order to provide input, gather data, analyze information and makes recommendations to the OCL Manager. This position will manage surveys and other data tools housed in the OCL for the Department and OCL unit.
The OCL is a Community Engagement and Outreach Division and is responsible for several APD engagement and outreach programs to include National Night Out, Pride Parade, and the Autism Sensory Fair, Seniors & Law Enforcement Together, coffee with a cop and more. The OCL works with different segments of the community to include African American, Asian, Hispanic, Immigrant, and LGBTQIA+. This position will work with community centers, stakeholders and places of worship. The position works in an office/warehouse space.This position will report directly to the OCL Manager and is an essential support role for the unit.
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.
A resume must be submitted to be considered for this position but will not substitute for a complete employment application. Please verify the employment history dates on your resume exactly match your online application.
Top Candidates, post interview, will be required to take an assessment test related to Microsoft Office including Outlook and Excel. This will be coordinated by the hiring manager.
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. Pay Range $23.76 – $27.56 per hour Hours Monday-Friday;
8:00 a.m. – 5:00 p.m. Job Close Date 07/01/2024 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 4101 S Industrial Dr., Suite #260, ATX 78744 Preferred Qualifications Preferred Experience: 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. Experience working in Adobe, purchase request forms and completing travel packages. Must be able to lift up to 15-20 pounds with or without accommodations. 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. 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. Supplemental Questions
Licenses or Certifications:None. Notes to Applicants
The Office of Community Liaison (OCL) Administrative Specialist position purpose is to monitor and process all requests for the Office of Community Liaison (ie: event participation and attendance, volunteer scheduling, meetings, phone calls, purchase request forms, and all travel arrangements). The Administrative Specialist will manage and maintain the calendar for the Unit. Handle inquiries and requests by forwarding to the OCL Manager and the correct neighborhood liaisons. They will also read incoming letters; memos; requests and more to determine their significance to the OCL and respond appropriately to them. This position will manage and provide clerical support for the functions of the OCL team. This position will prepare correspondence, and work with other staff within the unit/ department in order to provide input, gather data, analyze information and makes recommendations to the OCL Manager. This position will manage surveys and other data tools housed in the OCL for the Department and OCL unit.
The OCL is a Community Engagement and Outreach Division and is responsible for several APD engagement and outreach programs to include National Night Out, Pride Parade, and the Autism Sensory Fair, Seniors & Law Enforcement Together, coffee with a cop and more. The OCL works with different segments of the community to include African American, Asian, Hispanic, Immigrant, and LGBTQIA+. This position will work with community centers, stakeholders and places of worship. The position works in an office/warehouse space.This position will report directly to the OCL Manager and is an essential support role for the unit.
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.
A resume must be submitted to be considered for this position but will not substitute for a complete employment application. Please verify the employment history dates on your resume exactly match your online application.
Top Candidates, post interview, will be required to take an assessment test related to Microsoft Office including Outlook and Excel. This will be coordinated by the hiring manager.
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. Pay Range $23.76 – $27.56 per hour Hours Monday-Friday;
8:00 a.m. – 5:00 p.m. Job Close Date 07/01/2024 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 4101 S Industrial Dr., Suite #260, ATX 78744 Preferred Qualifications Preferred Experience: 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. Experience working in Adobe, purchase request forms and completing travel packages. Must be able to lift up to 15-20 pounds with or without accommodations. 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. 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. Supplemental Questions
Required fields are indicated with an asterisk (*).
* The Minimum Qualifications for the Administrative Specialist are : Graduation 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 Do you meet the minimum qualifications of this position? Yes No * This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful Criminal Justice Information System (CJIS) to be hired. I acknowledge and understand this position requires a Criminal Justice Information System (CJIS-Criminal Background Investigation). * Do you have experience performing general office support to include ordering office supplies and managing inventory? Yes No * Do you have any experience working in a law enforcement setting? Yes No * Describe your experience acting as a liaison between management, employees, other City of Austin departments, and outside organizations.(Open Ended Question)
* Please describe your proficiency in Microsoft Office Suite (Word, Excel and Outlook).:(Open Ended Question)
* Please describe your experience maintaining confidential files, and or experience which required you to maintain confidentiality.(Open Ended Question)
* Which of the following describes your experience with Adobe Suite? Advanced - create identity programs, logos, and other graphic elements to support overarching communications objectives with professional visual solutions. Intermediate – create /edit a variety of graphic design elements (i.e. advertisements, brochures, collateral, etc.); and able to develop formatting/layout options to incorporate graphics, photos, tables, sidebars, etc. Basic - create /edit basic graphic design elements and desktop publishing documents (i.e. fonts, colors, headings, margins, etc.); and able to apply designs in keeping with set guidelines. No experience * Please describe your experience with purchase request forms and completing travel packages.(Open Ended Question)
* Are you able to lift 15-20 pounds with or without accommodations? Yes No Optional & Required Documents Required Documents Resume Optional Documents
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