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Posting Title Administrative Specialist Job Requisition Number COA081164 Position Number 104396 Job Type Full-Time Division Name Ullrich Wtp 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 or Certifications: None Notes to Applicants This position will be filled at one of the following locations. Decision on assigned location will be made at the time of hire based on business need. South Austin Regional WWTP 1017 Fallwell Lane, Del Valle, TX 78617 Hornsby Bend Biosolids Plant 2210 S. FM 973, Austin, TX 78725 Walnut Creek WWTP 7113 FM 969, Austin, TX 78724 Davis WTP 3500 West 35th Street, Austin, TX 78731 Ullrich WTP 1000 Forest View Drive, Austin, TX 78746 Summit Water Quality Lab 14050 Summit Drive, Austin, TX 78728 Timothy Louviere Service Center 6301-B Harold Court, Austin, TX 78721 Webberville Service Center 2600 Webberville Road, Austin, TX 78702 This position works in a team environment with a common purpose for which its team members are mutually accountable to each other. This is maintained through peer reviews and rotating job responsibilities to ensure an understanding of how each team member contributes to the shared goal, promote City of Austin competencies, and to support professional growth and development opportunities. Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more - click HERE for more information. When completing the City of Austin employment application: A detailed, complete employment application helps us to better evaluate your qualifications, and will be used to determine salary if you are selected for the position. Please detail on the application any previous employment that you wish to be considered as part of your qualifications. A résumé and cover letter are required, but will not substitute for a complete employment application. In the cover letter candidate should describe, in concise detail, their interest in this position. Do not use the phrase, "see résumé" to complete your employment application. That will be considered incomplete. Incomplete applications will not be considered. If you are selected to interview: Your skill level in some of the competency areas for this job will be assessed through skills testing - specifically, Microsoft Excel, PowerPoint and Outlook - with a required minimum passing score of 70%. If you are selected for hire: 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. If you are in the military or are a military veteran, you will need to provide a copy of the Member 4 page of your DD-214 prior to confirming a start date Must be able to travel to other locations, as needed A criminal background investigation is required. Travel Requirement: If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program , 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. Effective October 1, 2014, all Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite - including construction sites, parking lot, garage or in any personal vehicle located on the premises. Pay Range $19.08 - $23.85 Commensurate Hours Monday through Friday, 7:30am to 4:00pm with some flexibility Job Close Date 12/28/2019 Type of Posting External Department Austin Water Utility Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location See Notes to Applicants Preferred Qualifications Payroll experience and experience using automated timekeeping systems such as BANNER , ADP , PeopleSoft or Kronos Experience processing accounts payable, to include working with other departments and vendors to meet strict payment deadlines and using the City of Austin's AIMS or eCombs systems, or other similar financial management software Experience working independently in remote locations, where the team you supported were not at the same building Demonstrated experience providing excellent customer service, including research and resolution to complex issues Experience developing professional correspondence in a variety of formats, for distribution to a wide variety of recipients Experience providing administrative support to a management team and technical field crew Database or software experience and the demonstrated ability to compile data from various sources to produce comprehensive reports or presentations Familiarity with records management best practices and experience with records control schedules, retention periods, and disposal of paper and electronic records Advanced proficiency in Microsoft Word 2013 Ability to travel to more than one work location 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. Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA City of Austin is committed to compliance with the American 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 TTY (512) 974-2445. Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview. Supplemental Questions Required fields are indicated with an asterisk (*). * The minimum qualifications for this position include 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. Do you meet these minimum qualifications? Yes No * Please describe how you meet these minimum qualifications. Please detail how you meet the educational requirements, account for the years of related experience, and explain any substitutions of experience for education, or vice-versa (if applicable). Indicate the position(s) listed on your application that support(s) your answer. (Open Ended Question) * Describe your experience processing payroll and timekeeping. Include your experience using automated timekeeping systems such as Banner, ADP, PeopleSoft or Kronos. (Open Ended Question) * Do you have experience in accounts payable, accounting research and payables reconciliation? Yes No * Please describe your experience and proficiency level with the City of Austin AIMS system. If you have not used this system, please describe your experience using other similar automated purchasing/procurement software. (Open Ended Question) * Providing excellent customer service is essential in this position. Please describe your experience working with the public and facilitating the resolution of customer issues. (Open Ended Question) * Describe your experience providing high-level administrative support (i.e., oversight of key administrative support functions) for a management team and work group, and indicate the position(s) listed on your application that support(s) your answer. (Open Ended Question) * Describe your experience providing administrative support to team members who were not located in the same building location, and indicate the position(s) listed on your application that support(s) your answer. (Open Ended Question) * Describe your database experience and your ability to collect data in a variety of formats, data entry, analysis, and produce reports. (Open Ended Question) * What type of records management experience do you have, if any? None Filing and indexing Filing, indexing, and archiving Filing, indexing, archiving, and disposition Filing, indexing, archiving, disposition, and management of a records control schedule * Which of the following best describes your level of proficiency with Microsoft Word? 1. Basic: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell check, inserting date/time 2. Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents 3. Advanced: skill level includes using mail merge, creating forms, footnotes, and headers, superscripts/subscripts, creating index/concordance, line drawings and macros, importing/exporting files 4. Limited or no MS Word experience, but proficiency with another word processing application such as WordPerfect or Apple Pages 5. No experience with Microsoft Word or other word processing applications * This position requires traveling to multiple sites as part of the regular job duties. Will you be able to meet this requirement? Yes No * If identified as a top candidate, do you agree to a Criminal Background Investigation (CBI)? Yes No * Were you referred to this opportunity by an Austin Water employee? If yes, please provide the employee's full name. (Open Ended Question) Optional & Required Documents Required Documents Cover Letter Resume Optional Documents