City of Austin
Administrative Senior
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About This Position
Job Description:
Purpose:
Under limited supervision, this position provides various routine administrative functions to departmental staff.
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, and notifies appropriate personnel of discrepancies.
- Prepares memos, letters, and other documents.
Responsibilities - Supervisor 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.
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 and Certifications Required:
None.
Preferred Qualifications:
- Experience working for Texas WIC
- Proficient skillset and demonstrated experience using Microsoft Outlook, Word, Excel and Powerpoint.
- Possess good writing skills.
- Demonstrated experience communicating effectively to internal and external customers, both verbal/written correspondence.
- Reliable transportation to work at more than one location.
Notes to Candidate:
Position Overview:
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. Researches and maintains inventory of equipment for the unit. Orders and receives office supplies, ensures invoices match deliveries, notifies appropriate personnel of discrepancies. Prepares memos, letters and other documents.
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Salary Range:
- Minimum: $22.48
- Mid-Point: $25.24
Location:
2400 Grove Blvd.
General Work Schedule:
Monday – Friday 8:00 AM to 5:00 PM
Hours may vary due to operational needs. An alternative schedule and remote work/telework options may be available, but this position requires a minimum of 40% per week in-office standard. Evenings and weekends may be required on occasion, especially during an emergency response.
Grant Funded Position:
This position is grant-funded, meaning its financial support comes from allocated funds that may be modified, reduced, or canceled at the discretion of the City of Austin or the grant provider.
Who We Are:
Austin Public Health (APH) works to ensure that the community is protected from disease and other public health threats, and to empower others to live healthier, safer lives. This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan. Visit our website to learn more about what services, programs, and resources our team at Austin Public Health provides to the Greater Austin community.
Why Join Us?
- Meaningful Work: Contribute to services and programs that improve the lives of the people in our community. Your work directly enables our department to deliver tangible resources, knowledge, and services in high-impact areas.
- Innovation and Collaboration: Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and deliver meaningful services to the Greater Austin Area.
- Professional Growth and Development: Achieve your professional goals. APH offers opportunities to advance in multiple career paths, including nursing, medical fields, program management, environmental health, finance, business administration, process improvement, and data analytics. Education assistance is available through our tuition reimbursement program, and other financial and professional development support for continuing education, licenses, and certifications may be available.
- Work-Life Balance: Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences. Our employees also enjoy the ability to work up to 60% remotely, depending upon position and business needs.
- Health and Wellness: The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. Click here to review the City of Austin's Employee Benefits Guide.
To learn more about working with the City of Austin, click here to watch a short video!
Application Details:
A detailed, complete City of Austin employment application is required to help us better evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position. If you are selected as the top candidate for a position, we may be contacting your current and former employer listed on the application for reference checks as a part of the pre-employment verification process. If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required depending on position requirements.
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Additional Details:
This position may require a skills assessment. The Austin Public Health Department may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested. 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 submissions, 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.
This position will require a pre-employment Criminal Background Investigation (CBI).
Immunization Requirement:
Austin Public Health employees must comply with the department’s immunization policy. Proof of having had certain vaccinations is required for employees that work in an environment that involves face-to-face interaction with pregnant women, infants, children, STI/TB clients, immunocompromised clients, and clients at high risk for TB on a routine basis.
Tobacco-free Workplace:
The City of Austin is a tobacco-free workplace. Use of tobacco products and/or e-cigarettes is not permitted on any City of Austin worksite- including construction sites, parking lots, garages, or in personal vehicles parked on the premises.
Travel:
The Austin Public Health Department is comprised of multiple facilities located throughout the Greater Austin area. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Record Evaluation 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.
Driving Requirement:
This position requires a Valid Texas Class "C" Driver's License. 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.
Hybrid Work Environment:
The City of Austin Telework Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement. The City of Austin has an established work arrangement under which an employee is scheduled to work at least 2 days per week at their designated worksite, depending on the position. Some positions may require additional time at their designated worksite.
90 Day Provision for Additional Vacancy:
If the same or an additional vacancy occurs within the Austin Public Health Department in the same job title within 90 days after the start date of the top candidate, the additional position may be offered to another top candidate from the same candidate pool. This may include filling other vacancies with the same job title in other division/work locations within the Austin Public Health Department. Decisions on assigned selection may be made at the time of hire based on the business needs of the department.
Links:
[APH Strategic Plan.pdf](https://www.austintexas.gov/sites/default/files/files/Employment/new_hire_driver_safety
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