Administrative Specialist - Austin Water

AustinTexas; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Austin Water is seeking an Administrative Specialist to provide high-level administrative and staff support under limited supervision. The role focuses on handling time-sensitive requests, preparing documents, and supporting complex projects.

You will manage calendars, coordinate meetings, travel planning, and assist with open records requests, council actions, and confidential records. Strong communication and data analysis skills are essential in this fast-paced city department.

Qualifications

• Bachelor's degree in Business or Public Administration plus four years in a professional/administrative capacity.
• Experience may substitute for education up to a maximum of four years.
• Ability to handle confidential documents and sensitive information.
• Strong organizational and calendar management skills.
• Proven customer service and public-facing communication.

Responsibilities

• Provides administrative support on highly technical and/or specialized projects.
• Facilitates handling of time sensitive requests such as ORR's, CAF's, RCA's and other confidential documents.
• Verifies accuracy and completeness of critical documents (PIO requests, records, regulations).
• Opens, sorts, reads, prioritizes and routes incoming mail, faxes and emails.
• Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentations.
• Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements.
• Attends meetings, records minutes and distributes notes.
• Maintains calendar, schedules meetings, conferences and events, plans travel itineraries and makes travel arrangements.

Skills

Oral and written communication

Data analysis

Organization & prioritization

Interpersonal skills

Microsoft Office

Public records handling

Education

Bachelor's degree in Business or Public Administration

Tools

MS Office Suite

Databases & Records Systems

Job description

About This Position

ABOUT AUSTIN WATER:

For over 100 years, Austin Water has been committed to providing safe, reliable, high-quality, and affordable water services to our customers. Today, we serve over 1,000,000 people in the Austin metropolitan area, across more than 548 square miles. As one of the fastest-growing cities in the country, we’re not just keeping up—we’re leading the way with sustainable infrastructure, advanced treatment technology, and environmental innovation.

Austin Water consistently ranks among the best in the country when it comes to water quality. We also treat, return, and recycle wastewater in ways that protect environmental resources. Austin Water exceeds federal and state requirements for clean water and environmental compliance at our water and wastewater treatment plants.

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

Licenses and Certifications Required:

• None

Preferred Qualifications:

• Strong Organizational Skills:Demonstrated experience in planning and organizing, including coordinating calendars for multiple managers, and effectively managing frequent interruptions and changing priorities.
• Customer Service Excellence:Proven ability to provide outstanding customer service, including researching and resolving complex issues, and professional communication in person, on the phone, and in writing.
• Written Communication:Skilled in preparing written communications, including creating, reviewing, and editing memos, reports, correspondence, meeting minutes, presentations, and process/procedure documentation.
• Employee Services and Support:Experience with various employee services and support functions such as reimbursements, travel requests, and leave planning, including providing guidance on policies.
• Procurement and Inventory Management:Experience in