Administrative Senior

Job Description:

Administrative Senior

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• 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
Position Overview
The administrative Senior provides assistance and administrative support to the Austin Area HIV Planning Council, including attending meetings, recording and taking notes, checking attendance, developing and uploading meeting agendas, writing minutes, and sending email reminders. Staff in this position will also be responsible for timekeeping, ordering office supplies, and making purchases and travel arrangements for the Planning and Evaluation Unit.

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.

APH Information:

• This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan .
• Departmental Competencies related to the position can be found on Austin Public Health’s website .
• When public health responds to an emergency, you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than Austin Public Health.

Immunization Requirement:

• Due to high-risk areas, Austin Public Health employees must comply with the department’s immunization policy.

City of Austin Tobacco-Free Campus Policy

• Tobacco use and electronic smoking device use are not permitted at any time on City of Austin property, including personal vehicles parked in City of Austin parking lots. Tobacco use and electronic smoking device use are not permitted at any time, on City of Austin property, including each future acquired property or workplaces.

Be a part of Austin Public Health: https://youtu.be/wJgNIc3ivkA .

If you are selected to Interview:

• This position will have in-person interview(s).
  • This position will require a pre-employment Criminal Background Investigation ( CBI ).
  • An additional Criminal Background Investigation will be administered on behalf of the Texas Department of State Health Services will be required upon employment and a successful result is a condition of employment.

Regarding your Application:

• A detailed, complete City of Austin employment application is required to evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position. The application and resume must include dates (month and year) for each job history entry. In addition, the resume information must match the information on the application.
• Please describe your specific experience as it relates to the minimum and preferred qualifications when responding to the supplemental questions on the application.
• Work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number.
• Incomplete applications will not be considered.
• The responses to the supplemental questions should reference the employment history listed in the employment history section. Once the requisition has closed, the application cannot be changed to update work history, supplemental questions, or any other information.
• Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

Salary and Benefits:

• Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, paid sick, vacation, and personal time, and a retirement plan.

Electronic Notification to Applicants:

• Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs.
• Please ensure that the email address and contact information you provide are current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner
• Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days.

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.
Pay Range
$22.22 - $24.77
Hours
Monday - Friday,
8:30 a.m. - 5:00 p.m.
Hybrid
Job Close Date 02/13/2025 Type of Posting External Department Austin Public Health Regular/Temporary Regular Grant Funded or Pooled Position Grant Funded Category Professional Location Austin Public Health Betty Dunkerley Campus Preferred Qualifications
Preferred Experience:

• Knowledge of administrative or clerical processes, techniques, and methods.
• Ability to establish and maintain effective working relationships with colleagues and the public.
• Graduation with a high school diploma with major course work in Business or Public Administration or related field.
• At least four (3) years experience in a professional capacity or administrative role.

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 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 Senior require: 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 requirements?

• Yes
• No

* Please briefly describe your experience working with stakeholders and community members. Please include the number of years. If you do not have this experience, please write "N/A".
(Open Ended Question)
* Are you willing to work on or both weekend days (i.e., Saturday and/or Sunday)

• Yes
• No

* Please describe your experience in facilitating public/community meetings, making presentations to media, executives, boards, commissions, etc
(Open Ended Question)
* This position requires a criminal background check. 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 CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Check.

* 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

* 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)
* Confidentiality Agreement: This recruitment process is confidential and applicants must comply with this agreement to maintain the integrity of the hiring process. Do you agree to protect the privacy of the process by not discussing the specifics of any phases of the testing with other candidates, the public, or any unauthorized persons who do not have a specific or official need to know?

• Yes
• No

Optional & Required Documents

Required Documents Resume Cover Letter Optional Documents Other Document