Position Information Position Information

Posting Title Administrative Specialist Job Requisition Number COA093144 Position Number 103958 Job Type Full-Time Division Name Police Headquarters Minimum Qualifications Education and/or Equivalent Experience: 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 provides administrative support to the North/Northeast Patrol Commanders, Lieutenants, Sergeants, Corporals, and Patrol Officers, North Metro-Tac, and North District Representatives. In addition, this position serves as backup to the North CID Detectives as needed/requested; answers and responds to incoming calls and emails with appropriate action required; returns calls to businesses, citizens and agencies; assist officers, patrol and support units with projects as needed/requested; As needed, assists walk-ins and other front desk duties; serves as the payroll liaison; maintains multiple databases and support spreadsheets; Serves as records liaison; maintains Region II Patrol staffing boards and Organizational Charts; keep Patrol, backfill, and Detective rotation schedules up to date; Responsible for scheduling Jail OT for North/Northeast Patrol Sectors and maintaining jail overtime logs. Process Criminal Trespass Notices (CTNs) and Directed Patrols (DPs) as/when requested. Maintain confidentiality of departmental documentation and issues.


City of Austin Application: A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles, job duties performed, full or part time status. Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment or computer software used.
A resume must be submitted to be considered for this position but will not substitute for a complete employment application. Please verify the employment history dates on your resume exactly match your online application.

Assessment:  
Top candidate(s) selected for the position will be required to complete an assessment as part of the interview process. 

CBI: Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions. Please Click here to find more information.
Secondary Employment: All Austin Police employees are prohibited from accepting or engaging in any secondary employment that might conflict or interfere with an employee’s duty and responsibility to the Department. APD must review all secondary employment. Employees are required to submit a Secondary Employment Application for review and approval upon being hired with APD, as well as current APD employees considering Secondary employment.
Benefits: Working with the Austin Police Department provides a number of health and welfare benefits, such as medical, paid leave time, retirement plan, training opportunities and more. Please click here to find more information.To learn more about working with the City of Austin, click here to watch a short video!

Travel:
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.



EEO/AA statement:The City of Austin is committed to compliance with the Americans with 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 Texas Relay by dialing 7-1-1.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.

Pay Range $24.08 – $27.93

Hours Monday through Friday: 7:30 a.m. – 4:00 p.m. Job Close Date 02/20/2025 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 12425 Lamplight Village Ave, Austin TX Preferred Qualifications Preferred Experience: Proficiency in Microsoft Excel, Outlook and Word Experience maintaining department/division files and records Experience working in an environment with frequent interruptions and changes in priorities Ability to perform task that involve walking and lifting up to 20 lbs. with or without accommodations 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 Americans with 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 Texas Relay by dialing 7-1-1.

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 Specialist are : 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 and Certifications Required: None Do you meet the minimum qualifications of this position? Yes No * This position requires a criminal background investigation (CBI).  By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful Criminal Justice Information System (CJIS) to be hired. I acknowledge and understand this position requires a Criminal Justice Information System (CJIS-Criminal Background Investigation). * All applicants applying for this job posting should submit a complete application; resumes submitted should mirror the completed application. Starting salary for the top candidate (s) will only be based on overall relevant experience from your employment application, not the resume or cover letter. Your application will be considered incomplete if your application and resume do not mirror and if your application states “see resume”. Do you understand these statements? Yes No * Which of the following best describes your proficiency with Microsoft Excel, Microsoft Word, and Microsoft Outlook? No experience Basic: Create/edit simple documents, spreadsheets, e-mails, & basic data entry. Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields create a variety of presentations, & reformat individual slides Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, hyperlinks; data/mail merge, import data from one document to another, create/edit complex, professional-quality documents * Please describe your experience maintaining department/division files and records.

(Open Ended Question)

* Please describe your experience working with frequent interruptions and changes in priorities.

(Open Ended Question)

* Are you able to perform task that involve walking and lifting up to 20lbs. with or without reasonable accommodations? Yes No Optional & Required Documents Required Documents Resume Optional Documents