About this role
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.
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.
This position will manage the in-person responsibilities associated with large group meetings such as managing inventory in the kitchen, preparing the meal spaces for set-up, and receiving of catered meals and then cleaning up after meal service. This individual could also expect to prepare large meeting rooms to include setting up and providing supplies for meeting attendees. This position will also provide support to the City Manager’s Office as a back-up for answering receptionist phone, receiving constituents/guests for meetings and setting up/breaking down meeting rooms with water and food as needed.
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 - 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.
Licenses and Certifications Required:
None
Preferred Qualifications:
Experience working in a fast-paced environment and communicating with diverse populations and communities, in person, by phone, email and chat.
Experience with Microsoft Office including Word, Excel, Outlook and Teams.
Experience providing responsive and efficient customer service.
Experience in event planning and catering for groups.
Basic accounting and skills to process invoices, order products and services.
Notes to Candidate:
Successful candidates will demonstrate:
Ability to provide excellent customer service and work effectively with elected officials, City leaders, and other staff
Exceptional organizational skills and the ability to handle multiple tasks, prioritize responsibilities, and adapt to changes in priorities
Analytical skills for data analysis and effective problem-solving.
Ability to work independently and exercise resourcefulness
Flexibility with regard to work schedule
When completing the City of Austin employment application:
Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered.
Background Investigation:
A Financial Responsibility Criminal Background Investigation will be required.
Location and Hours:
City Hall 301 W 2nd St, Austin, TX
Work hours and days will vary, but upwards of 20-30 hours per week is anticipated most weeks.
Some evenings will be required.
Location may vary.
Assessment:
An assessment may be a part of the interview process
Driving Requirement:
This position requires a valid Texas Driver License or the ability to acquire one by your hire date. External New Hires must meet the City of Austin's Driver Record Evaluation (DRE) requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.
If you are selected as a top candidate:
Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.
And are in the military or a veteran, you will need to provide a copy of your DD- 214 prior to confirming a start date.
Compensation:
$22.05 - $25.58/hour
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.
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 (512) 974-3210 or Texas Relay by dialing 7-1-1.
Other facts
About City of Austin
An award-winning employer, the City of Austin has a Council-Manager form of government and employs 13.8K employees. The City Manager, appointed by the City Council, is responsible to the Council for the management of City employees, and for the administration of all City affairs.
In order to achieve the vision of making Austin the most livable city in the country, Austin’s city government’s mission is to be the best-managed city in the country. The City continues to implement its best‐managed mission through transparent business practices, excellence in public service, innovative leadership, and providing services that are reliable, safe, efficient, and above national standards.
The Austin metro area population is more than 2 million people. Geographically, Austin consists of approximately 326 square miles.
Austin is nationally recognized as a great place to live due in part to its diverse population, as well as its promotion of a year-round outdoor active lifestyle. Austin’s quality of life has become its biggest economic development engine, and the City’s diverse demographic structure serves to support and enrich its quality of life. Austin is fortunate to offer a host of broad-ranged educational opportunities as host to six universities, a robust community college system, and numerous other institutions of higher learning.
What you'll do
- The Administrative Specialist will manage in-person responsibilities for large group meetings, including meal preparation and room setup. Additionally, the role involves providing administrative support to the City Manager's Office and handling various administrative tasks.
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