Business Process Specialist (Austin Capital Delivery Services)

City of Austin; United States; Hybrid; USD 66,000 - 82,000; Full time

Job summary

The City of Austin is seeking a Business Process Specialist to support the CDS Strategy & Performance Management team. The role focuses on gathering process knowledge, documenting workflows, and maintaining SharePoint libraries to ensure accessible process knowledge across the department.

You will coordinate performance planning, collect data, and prepare reports for leadership discussions, while leading knowledge management efforts and supporting continuous improvement initiatives across

Qualifications

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job. Experience may be substituted for education up to a maximum of four (4) years.

Responsibilities

• Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas.
• Develops and maintains databases to support data analysis and research findings for business projects.
• Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements.
• Writes reports that summarize findings, data collection techniques, implementation options, etc.
• Establishes project schedules using project planning software/tools, updates, and maintains project status reports.
• Communicates project/process status.
• Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives.
• Facilitates and documents meetings, action items, and processes using flowcharting methodologies.
• Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

Skills

Project management

Quality management

Performance measurement

Change management

Business process improvement

Data analysis

Power BI

Excel

SharePoint

Project planning software

Education

Bachelor’s degree in related field

Tools

Power BI

Excel

SharePoint

Project planning software

Job description

About This Position

Job Description: Business Process Specialist Purpose: Under general supervision, this position performs professional level work involving research and analysis of a variety of routine/semi routine administrative and operational support duties in the area of project management, quality management, performance measurement, change management and business process improvement. Provides support and assistance to senior process consultants, auditors and team leaders.

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. Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas. Develops and maintains databases to support data analysis and research findings for business projects. Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements. Writes reports that summarize findings, data collection techniques, implementation options, etc. Establishes project schedules using project planning software/tools, updates, and maintains project status reports. Communicates project/process status. Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives. Facilitates and documents meetings, action items, and processes using flowcharting methodologies. Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

Responsibilities - Supervisor and/or Leadership Exercised

May lead and train 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 business strategies, objectives, planning, development and management processes and process improvement. Knowledge of research methodologies, cost/benefit analysis, statistics and financial modeling. Knowledge of applicable City of Austin, state and federal statutes, ordinances and codes. Knowledge of performance measures, quality improvement programs and project management methods. Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic. Skill in using computers and related software applications. Skill in data analysis and problem solving. Ability to quickly recognize and analyze irregular data and situations. Ability to work independently and with teams.

Minimum Qualifications

Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job. Experience may be substituted for education up to a maximum of four (4) years.

Licenses and Certifications Required

None.

Preferred Qualifications

Experience supporting the elicitation and documentation of business process knowledge from subject matter experts and applying knowledge management practices to develop and maintain process maps, standard operating procedures, work instructions, and other process documentation that enables knowledge transfer, process consistency, and operational effectiveness. Experience supporting strategic planning and performance reporting, including tracking strategic goals, objectives, Key Performance Indicators (KPIs[TH1.1]), and milestones. Experience creating, organizing, and maintaining internal and department-facing team SharePoint sites and document libraries using metadata, views, naming conventions, version control, and document review dates to support knowledge management and help employees find, share, and maintain current process knowledge. Experience using Excel and reporting tools such as Power BI to maintain datasets, validate data accuracy, analyze trends, and prepare dashboards or performance reports. Experience coordinating and supporting meetings or workshops and documenting participant input, decisions, action items, owners, and deadlines. Experience using project planning tools to maintain schedules, track deliverables and dependencies, and communicate progress across multiple initiatives. Experience researching operational issues and using the results to prepare professional reports, presentations, and recommendations that support management decisions. Experience applying Lean, Agile, or similar continuous improvement methods to optimize workflows and launch new tools, and supporting adoption through change messaging, instructional design, training coordination, and employee feedback loops. Ability to travel to more than one work location.

Compensation Range

The annual hiring range for this position is $65,510.00-$81,890.00

Physical Location

505 Barton Springs Rd Austin, TX 78704

Position Overview

The Business Process Specialist will work with the CDS Strategy & Performance Management team, division staff, and department leaders to focus on: Supporting the Business Process and Knowledge Management program by gathering process knowledge, documenting workflows, coordinating content reviews, and publishing approved guidance. Creating, organizing, and maintaining team and cross-division SharePoint document libraries so employees can find, share, use, and maintain current process knowledge and other team information. Supporting the department’s performance management framework, including its strategic plan, strategic goals, objectives, KPIs, milestones, and performance reviews. Collecting and checking performance data, maintaining trackers, and preparing reports and presentations for leadership discussions and decisions. Coordinating workshops, meetings, and project activities, including materials preparation, documentation, scheduling, and follow-up. Helping cross-functional teams improve workflows and adopt new processes and tools through continuous improvement methods, targeted communications, creating instructional materials, coordinating training, and collecting feedback.

Key Responsibilities

Support Business Process Consultants in delivering strategic planning, performance management, process improvement, and knowledge management initiatives. Lead assigned SharePoint site and document library setup, organization, and maintenance for internal team and department audiences. Lead assigned Power BI dashboard and report development and maintenance, including validating data with data owners and coordinating reporting updates. Gather knowledge from subject matter experts and develop process maps, procedures, and work instructions for review and approval. Track strategic goals, objectives, KPIs, and milestones and prepare information for performance reviews. Coordinate meetings, workshops, schedules, and deliverables; document decisions and action items; and follow up on assignments. Research operational issues and prepare reports, presentations, and recommendations to support management decisions. Support workflow improvements and adoption of new processes and tools through communications, instructional materials, training coordination, and employee feedback.

Location

One Texas Center (OTC) - 505 Barton Springs Road, Austin, TX 78704

General Work Schedule

Monday - Friday 8:00am-5:00pm; Hours may may vary depending on work demands and business needs; Up to 60% teleworking available

Who We Are

Austin Capital Delivery Services Department (CDS) builds public projects to support the community. We do this by directly managing the City of Austin’s Capital Program with over 600 active projects, representing an investment of over $10 Billion. At CDS, we aim to create an environment that values diversity and adaptability and encourages staff at all levels to think creatively, experiment with new ideas, and contribute to a culture of continuous improvement.

Why Join Us?

Meaningful Work Contribute to projects that improve the lives of the people in our community. Your work directly enables our department to deliver tangible construction projects throughout the city that will resonate for generations to come. Seeing results through a constructed project provides a sense of accomplishment and pride in your work. Innovation and Collaboration Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and embrace our One City - One Team - One Approach model of delivering capital projects. Professional Growth and Development Achieve your professional goals. CDS offers opportunities to advance in multiple career paths, including engineering, architecture, construction management, project planning and management, finance, business administration, process improvement, and data analytics. Education assistance is available through our tuition reimbursement program, and financial support for continuing education, licenses, and certifications is also available. Work-Life Balance Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences. Our employees also enjoy the ability to work up to 60% remotely, depending upon position and business needs. Health and Wellness The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. To learn more about working with the City of Austin, watch a short video!

Travel

The Austin Capital Delivery Services Department is comprised of multiple facilities located throughout Austin. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Record Evaluation 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.

Hybrid Work Environment

The City of Austin Telework Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement.

90 Day Provision for Additional Vacancy

If the same or an additional vacancy occurs within the Austin Capital Delivery Services Department in the same job title within 90 days after the start date of the top candidate, the additional position may be offered to another top candidate from the same candidate pool. This may include filling other vacancies with the same job title in other division/work locations within the Austin Capital Delivery Services Department. Decisions on assigned selection may be made at the time of hire based on the business needs of the department.

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. 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.

Workday Jobs Hub 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 – 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 easily with access to public transit and bike-friendly infrastructure.