Temporary Administrative Specialist (Austin Housing)

AustinTexas; United States; On-site; USD 30,000 - 47,000; Part time

Job summary

Austin Housing is seeking a Temporary Administrative Specialist to provide administrative and clerical support for department-wide programs, initiatives, and operations. This role supports the Administrative Services team and collaborates with various divisions to coordinate meetings, maintain records, process payments and documentation, and assist boards, committees, and other activities.

The ideal candidate will have professional or public-sector experience, strong organizational skills,

Qualifications

• Bachelor's degree in Business or Public Administration with four years of professional/administrative experience.
• Experience may substitute for education up to four years.
• Strong organizational, record-keeping, and confidentiality skills.

Responsibilities

• Coordinate meetings and take minutes.
• Maintain calendars and travel arrangements; plan events.
• Process payments, invoices, and documentation.
• Assist boards and committees with meeting materials.

Skills

Communication skills

Data analysis

Planning and organizing

Multitasking

Confidentiality

Team collaboration

Problem solving

Written communication

Education

Bachelor's degree in Business or Public Administration

Tools

Microsoft Office

Job description

About This Position

Austin Housing is seeking a Temporary Administrative Specialist to provide administrative and clerical support for department-wide programs, initiatives, and operations. This position will support the Administrative Services team and collaborate with various divisions to coordinate meetings, maintain records, process payments and documentation, and provide support to boards, committees, and other organizational activities.

The ideal candidate will have experience providing administrative support in a professional or public-sector environment, with knowledge of document management, payment processing, meeting coordination, and cross-functional collaboration. The position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while maintaining accuracy and confidentiality. The selected candidate must be able to work independently and effectively with staff at various levels and may be required to work occasional evenings and weekends based on operational needs.

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 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 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

• Experience providing administrative and clerical support to boards, commissions, committees, or public-sector leadership, including preparing agendas, meeting materials, minutes, and correspondence.
• Strong organizational skills with experience managing records, calendars, correspondence, data entry, document preparation, and other administrative functions while maintaining accuracy and confidentiality.
• Experience processing payments, invoices, purchase orders, reimbursements, or financial transactions with careful attention to accuracy, documentation, and established procedures.
• Demonstrated ability to support multiple teams or departments simultaneously, prioritize competing deadlines, communicate effectively with diverse stakeholders, and collaborate to ensure smooth day-to-day operations.

Licenses and Certifications Required

None