Administrative Specialist - Austin Water

City of Austin; United States; Hybrid; USD 34,000 - 40,000; Full time

Benefits offered by this job

Telework flexibility

Health benefits

Retirement plan

Training opportunities

Job summary

City of Austin’s Austin Water department seeks an Administrative Specialist to provide essential administrative support on highly technical projects and to manage confidential documents with independent judgment. You will read, route, and file important records, prepare communications, and support data analysis and process improvements.

The role requires a Bachelor's degree in Business or Public Administration and four years of professional/administrative experience, with occasional telework

Qualifications

• Must possess knowledge, skills, abilities and experience and be able to explain and demonstrate that essential functions can be performed.
• 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.

Responsibilities

• Provides administrative support on highly technical and/or specialized projects.
• Facilitates handling of time sensitive requests (ORR, CAF, RCA) and confidential documents.
• Verifies accuracy and completeness of critical documents.
• Opens, sorts, reads, prioritizes and routes incoming mail, faxes and emails.
• Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
• Performs data analysis and recommends 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.

Skills

Oral and written communication

Organizational skills

Data analysis

Multi-tasking

Problem solving

Leadership training

Education

Bachelor's degree in Business or Public Administration

Tools

Microsoft Office 365

Job description

About This Position

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

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

• 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.

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

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

Location

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 –

Critical Employee

This position has been designated as critical for the City of Austin. 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.

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.

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.