Temporary Administrative Specialist

About This Position Austin Facilities Management (AFM) is seeking an Administrative Specialist who will be responsible for entering and disseminating work orders in the computerized maintenance management system (CMMS), preventive maintenance scheduling, facility resource calendaring, classroom reservations and facilities asset management. The ideal candidate will have experience using a computerized maintenance management system (i.e., work order system) software and heavy Microsoft Office

• Outlook calendaring. You must be able to work in a high traffic, working environment, must be able to multitask, prioritize and manage multiple projects and assignments with frequent interruptions while meeting critical deadlines. You will have administrative/clerical experience and customer service skills. 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
• 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. Minimum Qualifications:
• Graduation 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 Preferred Qualifications:
• Previous experience as a Senior Level Administrative Assistant or similar role within a fast-paced, multi-tasking, customer-facing environment.
• Experience using a computerized maintenance management system (i.e., work order system software)
• Experience working in a facilities maintenance environment
• Strong working knowledge of Microsoft 2010 suite to include Word, PowerPoint, Excel and Outlook.
• Familiarity with maintenance service request activities; including generating purchase and/or delivery orders. Notes to Candidate: Please note that the Department may close the job posting at any time after seven (7) days. 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. Days and Hours: Monday through Friday; 7:30 a.m. to 4:30 p.m. Hours may vary based on departmental needs and initiatives. Some evening, weekend, and holiday work may be required. This is a non-exempt level position. Work Location: 4800 Shaw Lane, Bldg J, Austin, TX 78748 Salary Range: $24.40 to $28.42 per hour This position will require a skills assessment on Microsoft word, excel, and Outlook. A resume and cover letter are required for consideration. Important Application Information – City of Austin The City of Austin employment application is an official document. Incomplete applications will not be considered. A detailed and complete employment application is required to evaluate your qualifications and determine your salary if you are selected for the position. Application Requirements:
• List your complete employment history, including job titles, employment dates, number of employees supervised (if applicable), and detailed job duties and responsibilities descriptions.
• Do not use statements such as “see resume” or “see LinkedIn profile.”
• Resumes will not substitute for a complete application and will not be used to determine qualifications or salary.
• A resume and cover letter is required and should describe your interest in the position and highlight relevant experience.
• All responses to supplemental questions must be supported by information in your application.
• No changes will be accepted after the job posting closes. If you are Selected as a Top Candidate:
• We will verify your employment history, professional references, and education (including high school, undergraduate, and/or graduate degrees).
• Proof of education from an accredited institution, verification of professional licenses or certifications, and a copy of your DD-214 (if claiming veteran’s preference) may be requested directly from the issuing institution or accrediting authority.
• Verification of foreign education credentials through a recognized third-party evaluation service and confirmation of accreditation status with the issuing institution and its accrediting body. Providing unofficial credentials during the application process is recommended to support meeting minimum qualifications. A formal and official verification process will be required before the offer extension step if you are selected for the offer. Driving Requirement (if applicable):
• This position may require a valid Texas Class C Driver’s License or the ability to obtain one by your hire date.
• External new hires must meet the City’s Driver Record Evaluation (DRE) standards (e.g., no more than 3 moving violations or 6 points in the last 36 months). Travel:
• If the position requires travel, you must meet City of Austin's Driver Record Evaluation (DRE) requisite standards, Otherwise, you are responsible for transportation to and from multiple job sites as needed. Essential/Critical Employee Designation:
• Some positions are designated as Critical or Essential. Employees in these roles are requ