Administrative Specialist - Customer Service Division

Minimum Qualifications

Education and/or Equivalent Experience:

• Experience may substitute for education up to a maximum of four (4) years.
• 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.

Licenses Or Certifications

• None.

Notes to Applicants

Austin Resource Recovery's Customer Service division is hiring an Administrative Specialist to support its Carts, Billing and Customer Service Teams. Duties include, but are not limited to, the following: Provides administrative support on highly technical and/or specialized projects. Facilitates the handling of time sensitive requests such as billing inquiries, field activity questions, open records requests, citizen action forms, and other confidential documents. Verifies accuracy of critical documents such as Public Information Office requests, records, correspondence, driving status, 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 financial documents for consideration and presentation. Files, creates 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. Purchases and maintains inventory programs.

A competency assessment may be required to verify your skill set.

This posting may be used to fill other similar positions within Austin Resource Recovery outside of the division listed above.

A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Your application should reflect your complete employment history (to include all job duties responsibilities and employment dates) on your online application. The application is an official document; incomplete applications will not be considered (e.g., "see resume" or "see Linked In Profile"). The responses to the supplemental questions inquiring about experience should be reflected on your application.

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.

Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

Each individual who submits an Application as provided in the Municipal Civil Service Rules and meet the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

NOTE : All Austin Resource Recovery locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any ARR worksite - including parking lot or in any personal vehicle located on the premises.

Pay Range

$23.62 - $27.42 per hour

Hours

Monday - Friday, 6:00am - 3:00pm

Employees may be required to work some after hours, mornings, and weekends.

Job Close Date 08/10/2023

Type of Posting External

Department Austin Resource Recovery

Regular/Temporary Regular

Grant Funded or Pooled Position Not Applicable

Category Clerical

Location 10108 FM 812, Austin, TX, 78719

Preferred Qualifications

Preferred Experience:

• Records retention and electronic records management experience
• Working with various databases and computer programs
• Administrative financial activities such as timekeeping, budget management
• Ability to travel to more than one work location
• Purchasing, generating purchase requests and inventory experience
• Organizing meetings, agendas, and emails
• Dealing with customer and/or citizen complaints
• Business writing, writing reports, spreadsheets, memos, fliers, policies, procedures

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.

• Ability to work with frequent interruptions and changes in priorities.
• Skill in using computers and related software applications.
• Ability to understand and communicate technical information.
• Knowledge of applicable processes, techniques, and methods.
• Skill in handling multiple tasks and prioritizing.
• Ability to exercise discretion in confidential matters.
• Ability to lead and train others.
• Skill in planning and organizing.
• Knowledge of City practice, policy and procedures.
• Skill in oral and written communication.
• Ability to recognize and recommend process improvement.
• Ability to establish and maintain effective working relationships with city employees and the public.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to manage conflicts and concerns.
• Skill in data analysis and problem solving.

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 (*). * Please describe how you meet the minimum qualifications referenced above. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable).

• The minimum qualifications of this position are 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. Do you meet this requirement?
• No
• Yes

(Open Ended Question) * Do you have the ability to travel to multiple sites as part of the regular job duties? * Indicate your highest skill level in Microsoft Excel. * Indicate your highest skill level in Microsoft Word. * Indicate your highest level in Microsoft Outlook. How did you hear about this opportunity? (The information requested is optional and is not considered as part of the application for employment.)

• Online Advertising/Media
• Intermediate: skill level includes basic calculations, use of functions, complex formatting (cell manipulation, etc.), charts/graphs (static), etc.
• Basic: able to send/receive emails and schedule calendar items
• I do not have experience with Microsoft Outlook, but have experience with a similar office productivity software such as Lotus Notes or Novell GroupWise
• None of the above
• No
• I acknowledge and understand this position requires a Criminal Background Investigation.
• Advanced: skill level includes pivot tables, V Lookups, formula creation, use of functions for formula creation, etc.
• Other
• 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 CBI to be hired.
• None of the above
• Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, etc.
• Intermediate: able to reply/forward email, use mail options to mark messages as confidential/high priority, set up read receipts, send meeting notices, set up task lists
• Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents, etc.
• Advanced: able to view calendar conflicts for multiple users, manage email/calendar for other users, set up rules & alerts, resend/recall emails, assign/track completion status of tasks
• Expert: skill level includes macros creation, complex formula creation/manipulation, charts/graphs (dynamic), create database queries, etc.
• Beginner: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell checks, inserting date/time, etc.
• Workforce Solutions Job Fair
• Beginner: skill level includes data entry, basic formatting (page setup, column width, etc.), creating spreadsheets, etc.
• None of the above.
• Expert: skill level includes creating index/concordance, line drawings and macros, importing/exporting files, etc.
• Yes
• ARR Job Fair
• CDL Driving School
• COA Website
• Employee Referral

Optional & Required Documents

Required Documents Optional Documents