Temporary Administrative Specialist

AustinTexas; United States; On-site; USD 33,000 - 39,000; Full time

Job summary

Austin Facilities Management is seeking an Administrative Specialist to enter and disseminate work orders in CMMS, schedule preventive maintenance, manage facility calendars, and handle classroom reservations. Strong MS Office skills and ability to multitask in a high-traffic environment are essential.

Responsibilities include data analysis, document preparation, and coordinating travel when required, with a focus on confidentiality and efficiency.

Qualifications

• Degree from an accredited four-year college or university in Business or Public Administration.
• Four years of professional/administrative experience; education may substitute for experience up to four years.
• Experience using a computerized maintenance management system (CMMS) or work order system is preferred.

Responsibilities

• Provide administrative support on highly technical and/or specialized projects.
• Handle time-sensitive requests and confidential documents (ORR, CAF, RCA).
• Verify accuracy of critical documents and manage mail, faxes, and emails.

Skills

Communication

Data analysis

Planning and organizing

Multitasking

Prioritizing

MS Office proficiency

Education

Bachelor's degree in Business or Public Administration

Tools

CMMS

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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.

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

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.

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 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 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.

Notes to Candidate

Please note that the Department may close the job posting at any time after seven (7) days.

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

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

This position will require a skills assessment on Microsoft word, excel, and Outlook.

A resume and cover letter are required for consideration.

Important Application Information – City of Austin

The City of Austin employment application is an official document. Incomplete applications will not be considered. A detailed and complete employment application is required to evaluate your qualifications and determine your salary if you are selected for the position.

Application Requirements:

• List your complete employment history, including job titles, employment dates, number of employees supervised (if applicable), and detailed job duties and responsibilities descriptions.
• Do not use statements such as "see resume" or "see LinkedIn profile."
• Resumes will not substitute for a complete application and will not be used to determine qualifications or salary.
• A resume and cover letter is required and should describe your interest in the position and highlight relevant experience.
• All responses to supplemental questions must be supported by information in your application.
• No changes will be accepted after the job posting closes.

If you are Selected as a Top Candidate

• We will verify your employment history, professional references, and education (including high school, undergraduate, and/or graduate degrees).
• Proof of education from an accredited institution, verification of professional licenses or certifications, and a copy of your DD-214 (if claiming veteran’s preference) may be requested directly from the issuing institution or accrediting authority.
• Verification of foreign education credentials through a recognized third-party evaluation service and confirmation of accreditation status with the issuing institution and its accrediting body. Providing unofficial credentials during the application process is recommended to support meeting minimum qualifications. A formal and official verification process will be required before the offer extension step if you are selected for the offer.

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

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.

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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.