Administrative Specialist (Temporary/Austin Emergency Management)

City of Austin; United States; On-site; USD 33,000 - 38,000; Full time

Job summary

City of Austin is seeking a Temporary Administrative Specialist within Austin Emergency Management to provide high-level administrative support for technical projects and sensitive records. You will manage calendars, coordinate meetings and travel, handle confidential documents, and produce memos and reports using Word, Excel, and databases.

Strong data analysis, communication, and organizational skills are essential.

Qualifications

• Bachelor's degree in Business or Public Admin and four years' experience.
• Substitution of experience for education is allowed.
• Proficiency in Microsoft Office Suite and related software.

Responsibilities

• Provides administrative support on highly technical and/or specialized projects.
• Gathers, opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails, including interoffice mail management.
• 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.

Skills

Calendar management

Executive support

Data analysis

Administrative coordination

Multitasking

Oral and written communication

Travel arrangements

Meeting minutes

Confidential document handling

Problem solving

Education

Bachelor's degree in Business Administration or related field

Four years of professional/administrative experience

Tools

Microsoft Office

Job description

About This Position Job Description:

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:

• 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 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:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software.
• Strong organizational skills with the ability to manage multiple priorities and provide proactive, detail-oriented executive support, including calendar management, executive-level meeting coordination, travel arrangements, training record oversight, and anticipate day-to-day administrative needs.
• Experience conducting research and performing data analysis, with the ability to use independent judgment to recommend administrative or process improvements.
• Knowledge of office operations and resource management, including supply inventory, printer oversight, badge access control, and meeting/event coordination.
• Excellent written and verbal communication skills, with experience recording meeting minutes and managing interoffice communication, including email and mail distribution and the ability to draft professional correspondence, prepare reports and presentations, and maintain databases.

Compensation Range:

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

Physical Location:

5202 E Ben White Blvd Austin, TX 78741

Notes to Candidate:

Austin Emergency Management is committed to enhancing the city's readiness and resilience by planning and preparing for emergencies, educating the public on disaster preparedness, developing a trained volunteer network, and managing grant funding to strengthen public safety and homeland security capabilities. The office also coordinates emergency response and recovery operations, supports planned events, and works closely with public agencies and community partners to protect the Austin community when it is most at risk. Guided by its vision of a disaster-prepared and resilient community, AEM serves as the central coordinating hub for preparedness, response, recovery, and public education during any emergency or disaster that disrupts the community.

The Position:

Austin Emergency Management is seeking a Temporary Administrative Specialist. This position will be responsible for the following duties:

• Provides administrative support on highly technical and/or specialized projects.
• Gathers, opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails, including interoffice mail management.
• 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 at executive level.
• Manages office supply inventory and ordering, including departmental printer management.
• Primary point of contact for employee badge access.
• Oversees scheduling and administrative functions for all departmental training rooms.
• Coordinates catering services for meeting and events as needed.
• Maintains and track training records for all City-mandated employee trainings.
• Other duties as assigned.

When completing the City of Austin employment application:

The City of Austin employment application is an official document; incomplete applications will not be considered. Please be sure that your application is a reflection of your entire work history. Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications. 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. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates. A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers. 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.

Benefits:

• Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more.

Location:

5202 E Ben White Blvd, Suite 550, Austin, TX 78741

Salary Range:

$24.08 to $27.93 per hour.

Hours:

• 8:00 AM - 5:00 PM; Monday - Friday, In Office Ability to work flexible, on-demand hours, including evenings, weekends, and holidays, as needed to support emergency operations or other business needs.

Criminal Background Investigation (CBI):

This position has been approved for a Criminal Background Investigation.

Company Culture:

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. 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.