Administrative Specialist - Austin Water

Austin, Texas; Austin, Northern (TX, KY); Hybrid; USD 52,000 - 61,000; Full time

Job summary

Austin Water is seeking an Administrative Specialist to provide comprehensive administrative support to the IT Services and Financial Services Divisions. You will manage time-sensitive requests, prepare documents, and assist with data analysis and process improvements.

The role requires strong organizational skills, excellent written communication, and experience with procurement and vendor coordination. Hybrid work with standard hours and periodic travel may occur.

Qualifications

• Bachelor's degree required in Business or Public Administration or related field.
• Experience in administrative roles with ability to handle confidential information.
• Proficiency with Microsoft Office 365 and related software.

Responsibilities

• Provide administrative support for IT Services and Financial Services Divisions.
• Process time-sensitive requests (Open Records Requests, Citizen Action Forms, etc.).
• Maintain calendars, schedule meetings, and arrange travel.
• Prepare memos, letters, and other documents; assist with data analysis and reporting.
• Record meeting minutes and distribute notes; support procurement and budget processes.

Skills

Strong organizational skills

Customer service excellence

Written communication

Employee services and support

Procurement and inventory management

Technical proficiency

Education

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

Tools

Microsoft Office 365

Job description

## Administrative Specialist - Austin WaterApply: Austin Water: Full time: Posted Today: End Date: October 2, 2026 (6 days left to apply): JR105226**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 a professional/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 inventorying and procurement, including collaborating with other departments and vendors to meet strict payment deadlines, and using financial management software to process invoice and purchase reconciliation.* **Technical Proficiency:** Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, OneDrive, Teams, and SharePoint. ## **Notes to Candidate:****Position Overview:**The Administrative Specialist will provide comprehensive administrative support to the IT Services and Financial Services Divisions of Austin Water. This role emphasizes organization, planning, efficiency, and innovation, ensuring exceptional customer service to both Austin Water staff and external stakeholders. Key responsibilities include processing division and departmental purchases, tracking procurements and contracts, managing schedules, and creating or updating documents related to IT Services processes or procedures.This position is ideal for a highly organized, technologically adept individual.A successful candidate will possess strong knowledge of purchasing processes and budget cycles, excellent written and verbal communication skills, a robust work ethic, and the ability to think innovatively to enhance efficiency while navigating complicated municipal guidelines and requirements. Collaboration within a diverse team environment is essential. **Pay Range:**$25.13 - $29.34 per hour **Position(s) will be filled at the following location:**Waller Creek Center (625 E. 10th St., Austin, 78701)**Days and Hours:**Monday - Friday, 8:00 a.m. - 5:00 p.m. with flexibility to telework.May work other hours as needed. **Benefits:**Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more – click **HERE** for more information. **When completing the City of Austin employment application:*** A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position.* Provide each job title and accurate employment dates for all jobs included on the application.* Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment and computer software used.* The City of Austin employment application is an official document; incomplete applications will not be considered.* **A résumé is required** but will not substitute for a complete employment application. Incomplete applications will not be considered.* **A cover letter is also required**. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position. **If you are selected as a top candidate:*** Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.* If you are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.* A criminal background investigation is required **Critical Employee:*** This position has been designated as critical for the City of Austin. Critical positions are necessary and vital and support activities that impact City or department operations. Work can be done while at a designated work site or while working at an alternate work location. Critical employees may be reassigned to another area to provide essential services to support any extraordinary situations or emergency conditions.**Secondary Employment:*** All Austin Water 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.* Austin Water will review all secondary employment.* Employees are required to submit a Secondary Employment Application for review and approval upon being hired with Austin Water, as well as current Austin Water employees considering secondary employment. **90-day Provision:**This posting may be used to fill additional vacancies that occur within the department.**All Austin Water worksite locations are tobacco-free.** Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite – including construction sites, parking lots, garages or in any personal vehicle located on the premises.**Please note this posting may close any time after 7 days.**