Administrative Senior

City of Austin, TX
Published
November 7, 2019
Location
Austin, TX
Job Type
 

Description

Posting Title Administrative Senior
Job Requisition Number COA081107
Position Number 117345
Job Type Full-Time
Division Name APH Quality of Life
Minimum Qualifications

  • Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job.
  • Any combination of education and/or work experience will substitute for
    minimum qualifications

Licenses or Certifications:
None

Notes to Applicants
Overview of the position:

This position provides administrative support to the Neighborhood Center. This includes organization, tracking, and procurement of Program supplies and equipment, requests for purchase orders, timekeeper responsibilities, preparation and quality assurance of travel documents, preparation of routing documents, memos, and filing of documents, tracking of tangible incentives given out to program participants, records retention and records disposition, meeting scheduling, and meeting/event logistics.

The ideal candidate for this position will:

Have a strong attention to detail and excellent organizational skills. Working effectively as part of a team is essential and being able to multi-task and adapt to on-going changes within the work environment.

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. Resumes do not substitute for a completed application.

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. You must provide job title and employment dates for all jobs you wish to be considered and contact information for previous employers.

A cover letter is required. In the cover letter, candidates should describe in concise detail, their interest in this position and highlight any prior experience that is relevant to this position.

Please understand that your job application, cover letter, and resume will be used to measure or assess your written communication skills, including grammar and spelling, in helping us screen applications and determine candidates to be interviewed

If you are selected for a panel interview:

Candidates may be required to complete assessments

The department reserves the right to close this job posting after 7 days prior to the job close date.

All Austin Public Health worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any Austin Public Health worksite- including parking lots, garages or in any personal vehicle located on the premises.

Pay Range
$16.17 - $19.62

Hours
Standard Hours: Monday-Friday 8 am-5 pm

While not standard, there may be occasional weekend work with the team.

Work Schedule may vary due to business needs.

Job Close Date
11/29/2019
Type of Posting External
Department Austin Public Health
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Clerical
Location AK Black Community Center
Preferred Qualifications
Experience using Microsoft Outlook, Word, and Excel

Previous experience wtih records management/ retention using the State records control schedule

Previous experience as a timekeeper using the Banner system or other timekeeping software

Previous experience scheduling meetings and event logistics

Previous experience with organizing, tracking and procurement of office supplies, equipment, vendors, etc.

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 projects by researching and compiling data.Distributes and reconciles petty cash requests.Monitors and tracks interdepartmental documents. Creates, maintains and archives documents.Schedules and coordinates meetings and appointments.Greets visitors, handles their inquiries and directs them to the appropriate person according to their needs.Answers multi-line phones, transfers calls and takes messages.Opens, sorts and distributes incoming mail.Creates and maintains files, documents, records and reports.Orders and receives office supplies, ensures invoices match deliveries, notifies appropriate personnel of discrepancies.Prepares memos, letters and other documents.
Responsibilities- Supervision and/or Leadership Exercised:

  • May lead or train 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 train others.
  • Ability to work with frequent interruptions and changes in priorities.
  • Ability to quickly recognize and analyze irregular events.
  • Ability to establish and maintain good working relationships with other 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.

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.

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 the Administrative Senior are Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job. Any combination of education and/or work experience will substitute for minimum qualifications. Do you meet these minimum qualifications?

  • Yes
  • No

* Due to working in high risk areas, applicants applying for this position must comply with the departments immunization policy as a condition of employment. Can you meet this requirement?

  • Yes, I will comply to the vaccinations required by the APH department
  • No, I cannot meet this requirement

* If identified as a top candidate, do you agree to a criminal background check (CBI)?

  • Yes
  • No

* Describe your experience in providing administrative support and performing administrative functions.
(Open Ended Question)
* Please describe your level of experience with Microsoft Word, Excel & Outlook.
(Open Ended Question)
* This position involves a variety of clerical work on varying timelines and computer systems. Describe your organizational skills and how you coordinate, organize and prioritize.
(Open Ended Question)
* In the prior twelve months have you been employed by, owned any interest in, or been an officer or board member, for any business entity, including a non-profit organization, that is transacting any business with the City of Austin, including a recipient of any contracts, grants, or any funds of any kind from the City of Austin?

  • Yes
  • No
  • Don't know

* If you answered yes to the question above, please describe your experience.
(Open Ended Question)
* Please describe your experience supporting the daily operations of a professional office setting.
(Open Ended Question)
* Please describe your level of experience/training received in records management.
(Open Ended Question)

Optional & Required Documents
Required Documents Cover Letter Resume Optional Documents

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