Temporary Administrative Specialist

City of Austin; United States; On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Competitive Benefits

Retirement Security

Sustainable Transportation Options

Focus on Wellness

Career Growth

Modern Workspaces

Job summary

City of Austin is seeking an Administrative Specialist to enter and disseminate work orders in the CMMS, schedule preventive maintenance, manage facility calendars, and coordinate classroom reservations. The role requires strong MS Office skills, Outlook calendaring, and customer service experience in a high-traffic environment.

The candidate will handle time-sensitive requests, maintain schedules, and support asset management while prioritizing multiple tasks, often with interruptions.

Qualifications

• Graduation from a four-year college or university in Business or Public Administration or related field.
• Four years of professional/administrative experience; experience may substitute for education up to four years.

Responsibilities

• Provides administrative support on highly technical or specialized projects.
• Handles time-sensitive requests (ORR, CAF, RCA) and confidential documents.
• Verifies accuracy of PIO requests, records and correspondence.
• Opens, sorts, routes mail and emails; prepares memos and letters.
• Performs data analysis and recommends administrative improvements.
• Maintains calendars, schedules meetings and travel; attends meetings and records minutes.
• Files and retrieves documents; Ensures compliance with deadlines and priorities.

Skills

Administrative support

MS Office

Outlook calendar

Data analysis

Customer service

Multi-tasking

Education

Bachelor's degree

Tools

CMMS

Work order system

Excel

Job description

About This Position Austin Facilities Management (AFM) is seeking an Administrative Specialist who will be responsible for entering and disseminating work orders in the computerized maintenance management system (CMMS), preventive maintenance scheduling, facility resource calendaring, classroom reservations and facilities asset management. The ideal candidate will have experience using a computerized maintenance management system (i.e., work order system) software and heavy Microsoft Office - Outlook calendaring. You must be able to work in a high traffic, working environment, must be able to multitask, prioritize and manage multiple projects and assignments with frequent interruptions while meeting critical deadlines. You will have administrative/clerical experience and customer service skills.

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.

• 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.
• Other related duties may be assigned.

Responsibilities – Supervision 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 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 or Certifications

None

Preferred Qualifications

• Previous experience as a Senior Level Administrative Assistant or similar role within a fast-paced, multi-tasking, customer-facing environment.
• Experience using a computerized maintenance management system (i.e., work order system software)
• Experience working in a facilities maintenance environment
• Strong working knowledge of Microsoft 2010 suite to include Word, PowerPoint, Excel and Outlook.
• Familiarity with maintenance service request activities; including generating purchase and/or delivery orders.

Days and Hours

Monday through Friday; 7:30 a.m. to 4:30 p.m. Hours may vary based on departmental needs and initiatives. Some evening, weekend, and holiday work may be required. This is a non-exempt level position.

Work Location

4800 Shaw Lane, Bldg J, Austin, TX 78748

Salary Range

$24.40 to $28.42 per hour

Driving Requirement (if applicable)

This position may require a valid Texas Class C Driver’s License or the ability to obtain one by your hire date. External new hires must meet the City’s Driver Record Evaluation (DRE) standards (e.g., no more than 3 moving violations or 6 points in the last 36 months). Travel: If the position requires travel, you must meet City of Austin's Driver Record Evaluation (DRE) requisite standards, otherwise you are responsible for transportation to and from multiple job sites as needed.

Essential/Critical Employee Designation

Some positions are designated as Critical or Essential. Employees in these roles are required to report to work during emergencies or when operations are modified. This may include working from a designated site or an alternative work location.

Work Conditions

Work hours may vary based on operational needs and may include evenings, weekends, holidays, or on-call assignments. A skills assessment may be required as part of the hiring process.

Veteran Preference

Veteran candidates must provide a copy of their DD-214 at the interview to receive the veteran’s preference.

Background Check

A criminal background check may be required, depending on the responsibilities of the position.

Join the City of Austin Team

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.

Competitive Benefits

• 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.

Why Join the City of Austin

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.