Administrative Specialist (Austin Nature Science Center/Austin Parks and Recreation)

City of Austin; Austin (TX); On-site; USD 35,000 - 40,000; Full time

Job summary

The City of Austin is seeking an Administrative Specialist to provide specialized staff support in a fast-paced public service environment. You will handle time-sensitive requests, prepare memos, and manage calendars and travel; you will also assist with data analysis and policy improvements.

Minimum qualifications include a Bachelor's degree in Business or Public Administration and four years of professional/administrative experience.

Qualifications

• Bachelor’s degree in Business or Public Administration or related field, plus four years professional/administrative experience.

Responsibilities

• Provides administrative support on highly technical and/or specialized projects.

Skills

Communication

Data analysis

Planning and organizing

Problem solving

Leadership

Discretion

Education

Bachelor's degree in Business or Public Administration or related field

Tools

Microsoft Office

UKG

Job description

About This Position 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.

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.

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 and Certifications Required:

None.

Preferred Qualifications/Preferred Experience:

Experience with registration administrative business processes for public programs including registering participants for public programs and camps (in person, by phone and online); preparing enrollment reports, participant rosters, and program sign-in sheets; collecting participant waivers, and dispositioning records containing personally identifiable information.

Experience with financial administrative processes such as cash handling, processing end of shift documentation for a team of up to 6 cashiers, preparing cash and check deposits for the bank, preparing cash and credit card reconciliation reports to include processing payment collection, cancellations and refunds for public programs, reconciling accounts, and creating aging reports.

Experience providing external customer service for nature center or public institution guests and internal customer service to coworkers and other City of Austin staff.

Experience processing time sheets and associated payroll records and reports using UKG or similar timekeeping and payroll system.

Preferred Skills:

Advanced proficiency with Microsoft Office (Word, Outlook, Teams, PowerPoint, Excel). Proficiency in RecTrac or other public program registration software system, including content editing, activity maintenance, and making corrections to content. Ability to fluently communicate (reading, writing, speaking) in English and Spanish. Other: Ability to travel to more than one work location.

Compensation Range:

The annual hiring range for this position is $25.13-$29.34

Physical Location:

301 Nature Center Drive Austin, TX 78746

Notes to Candidate:

The City of Austin Parks and Recreation (APR) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more!

Physical Requirements:

Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds. Work environment includes inside and outside environmental conditions, extreme temperatures, and you must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.

Other Information: Travel:

If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you will drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

90 Day Provision for Additional Vacancy:

This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.

Tobacco and Vape-Free Workplace:

All PARD work site locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any PARD work site – including construction sites, parking lots, garages or in any personal vehicles located on the premises.

Work Schedule:

Monday – Friday, 7:30 a.m. to 6:00 p.m. May be required to work during special events, evenings, weekends, and holidays. Work schedule and location is subject to change based on department needs and programs. May be required to work during city emergencies such as extreme weather events.

EEO Statement for City of Austin:

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. 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 [phone] or Texas Relay by dialing 7-1-1.

JOIN THE CITY OF AUSTIN TEAM:

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 – that anchor our delivery of 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.

What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation: Work in an environment where employees are valued, and innovation thrives.

• 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.
• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.