Administrative Specialist - Austin Water

About This Position

ABOUT AUSTIN WATER:

For over 100 years, Austin Water has been committed to providing safe, reliable, high-quality, and affordable water services to our customers. Today, we serve over 1,000,000 people in the Austin metropolitan area, across more than 548 square miles. As one of the fastest-growing cities in the country, we’re not just keeping up—we’re leading the way with sustainable infrastructure, advanced treatment technology, and environmental innovation.

Austin Water consistently ranks among the best in the country when it comes to water quality. We also treat, return, and recycle wastewater in ways that protect environmental resources. Austin Water exceeds federal and state requirements for clean water and environmental compliance at our water and wastewater treatment plants.

Job Description

Administrative Specialist

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

• Strong Organizational Skills:  Demonstrated experience in planning and organizing, including coordinating calendars for multiple managers, and effectively managing frequent interruptions and changing priorities.

• Customer Service Excellence:  Proven ability to provide outstanding customer service, including researching and resolving complex issues, and professional communication in person, on the phone, and in writing.

• Written Communication:  Skilled in preparing written communications, including creating, reviewing, and editing memos, reports, correspondence, meeting minutes, presentations, and process/procedure documentation.

• Employee Services and Support:  Experience with various employee services and support functions such as reimbursements, travel requests, and leave planning, including providing guidance on policies.

• Procurement and Inventory Management:  Experience in inventorying and procurement, including collaborating with other departments and vendors to meet strict payment deadlines, and using financial management software to process invoice and purchase reconciliation.

• Technical Proficiency:  Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, OneDrive, Teams, and SharePoint.

Notes to Candidate

Position Overview

The Administrative Specialist will provide comprehensive administrative support to the IT Services and Financial Services Divisions of Austin Water. This role emphasizes organization, planning, efficiency, and innovation, ensuring exceptional customer service to both Austin Water staff and external stakeholders. Key responsibilities include processing division and departmental purchases, tracking procurements and contracts, managing schedules, and creating or updating documents related to IT Services processes or procedures.

This position is ideal for a highly organized, technologically adept individual.

A successful candidate will possess strong knowledge of purchasing processes and budget cycles, excellent written and verbal communication skills, a robust work ethic, and the ability to think innovatively to enhance efficiency while navigating complicated municipal guidelines and requirements. Collaboration within a diverse team environment is essential.

Pay Range

$25.13 - $29.34 per hour

Position(s) will be filled at the following location

Waller Creek Center (625 E. 10th St., Austin, 78701)

Days and Hours:

Monday - Friday, 8:00 a.m. - 5:00 p.m. with flexibility to telework.

May work other hours as needed.

Benefits

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 is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position.

• Provide each job title and accurate employment dates for all jobs included on the application.

• Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment and computer software used.

• The City of Austin employment application is an official document; incomplete applications will not be considered.

• A résumé is required but will not substitute for a complete employment application. Incomplete applications will not be considered.

• A cover letter is also 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.

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 ac