Austin Aviation Administrative Specialist
City of Austin
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Job summary
City of Austin seeks an Administrative Specialist to provide high-level admin support within a specialized area. You will handle confidential documents, prepare communications, and assist with data analysis and process improvement.
The role requires a Bachelor's degree and 4 years of related experience; strong MS Word/Excel skills and the ability to manage multiple tasks in a fast-paced environment are essential.
Qualifications
- Bachelor's degree in Business or Public Administration or related field with four years professional/administrative experience.
- Experience may substitute for education up to four years.
- Experience with administrative coordination for highly technical staff.
- Experience with clients and vendors and fulfilling administrative functions and coordination.
- Proficient in Microsoft Word and Excel.
Responsibilities
- Provide administrative support on highly technical and/or specialized projects.
- Facilitate handling of time sensitive requests (Open Records Requests, Citizen Action Forms, Council Actions).
- Verify accuracy of critical documents (Public Information Office requests, records, regulations).
- Open, sort, read, prioritize, and route mail and emails.
- Prepare memos, letters and other correspondence using computers, spreadsheets, databases, or presentation software.
- Record minutes and distribute meeting notes; manage calendars and travel arrangements.
Skills
Education
Tools
Job description
Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.
About Austin-Bergstrom International Airport Owned by the City of Austin and operated by the Department of Aviation, Austin-Bergstrom International Airport is an economic engine, supplying over 74,000 direct and indirect jobs in the Central Texas region. Now, as we build the airport’s largest improvement program in its history, we are redefining the travel experience in one of the fastest-growing cities in the United States. This is an exciting opportunity to join the team behind Journey With AUS, the airport’s expansion and development program, where bold ideas, cutting-edge infrastructure, and a shared commitment to excellence are taking flight.
Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.
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.
- May provide leadership, work assignments, evaluation, training and guidance to others
- 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.
- 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.
- Experience with administrative coordination for highly technical staff.
- Experience with clients and vendors and fulfilling administrative functions and coordination.
- Skilled in Microsoft Office Suite, specifically Word and Excel
- Strong organizational skills.
- Experience professionally responding to public or customer telephone calls and e-mails on behalf of an organizations.
- The ability to function independently.
- Experience working with internal and external customers at all levels of the organization.
- Providing administrative support on highly technical and/or specialized projects.
- Facilitating the handling of time sensitive requests such as open records requests, citizen action forms, request for Council actions, as well as other confidential documents.
- Verifying the accuracy and completeness of critical documents such as Public Information Office requests, records, correspondence, regulations, etc.
- Opening, sorting, reading, prioritizing, and routing incoming mail and e-mail.
- Preparing memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
- Using independent judgment to perform data analysis, problem solving and recommends policy and administrative improvements.
- Conducting research, compiling data, and preparing financial documents for consideration and presentation.
- Filing and retrieving documents, records, and reports.
- Attending meetings, recording minutes and distributes meeting notes.
- Maintaining calendars, scheduling meetings, conferences and events, plans travel itineraries and makes travel arrangements.
A skills assessment will be required for this position.
$25.13 - $29.34
This position requires traveling to multiple sites as part of the regular job duties. A driving record verification will be conducted. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations. Go to the Driver Safety Program for more information at City of Austin Driver Safety Standards.
This position has been designated as a Critical Employee position. Critical Employees are considered necessary and vital and supports activities that impact City or department operations. This work can be done while at a designated work site or while working at an alternate work location. Critical employees who are able to work at an alternative work location are required to do so. Schedules may be modified, and employees may be reassigned to another area during extraordinary situations or emergency conditions to provide essential services.
Veteran candidates will be required to provide a copy of their DD214 at the time of interview.
The top candidate will be subject to a minimum 10-year criminal background check and security threat assessment.
Must have the ability to read, write, and fluently speak in English.
Overtime may be required with or without notice.
8:00 AM-5:00 PM, Monday-Friday. Hours may change according to departmental needs; work hours may include after hours, holidays, and weekend work.
If you are selected as the top candidate for a position, we will contact your current and former employers, as well as the references listed in your application. Please do your best to ensure that the contact information on the application is accurate. Top candidates are also required to provide proof of education from an accredited organization, copies of any professional licenses or certificates listed on the minimum or preferred qualifications, and a copy of your DD-214 if claiming Veteran’s preference.
Working with Aviation provides a number of health and welfare benefits see City of Austin Promotional Benefits Overview and click HERE to learn more.
Austin-Bergstrom International Airport - AUS - YouTube.
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.
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 (512) 974-3210 or Texas Relay by dialing 7-1-1.
JOIN THE CITY OF AUSTIN TEAM At the City of Austin, we are more than 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 - anchors in delivering 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 easilywith access to public transit and bike‑friendly infrastructure?
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