Administrative Specialist (Austin Nature & Science Center/Parks and Recreation Department)

Job Description:

Administrative Specialist (Austin Nature & Science Center/Parks and Recreation Department)

Description

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

The City of Austin Parks and Recreation Department ( PARD ) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin 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.

The purpose of the Administrative Specialist position is to, under limited supervision and using independent discretion and judgment, work within a specialized function or a specific area of administrative and staff support.

Other duties include, but are not limited to:

• Provides administrative support on highly technical and/or specialized projects.
• Facilitates the handling of time sensitive requests such as expense and program reports, registration data, refunds and customer service requests, CAFs (Citizen Action Forms), as well as handling other confidential documents.
• Verifies accuracy and completeness of critical documents such as cash reports, deposits, participant waivers, financial records, class registration procedures and content for brochures and other marketing materials.
• Oversees business office procedures and performs database management.
• Conducts research, compiles data, and prepares documents for consideration and presentation.
• Performs data analysis, problem solving, and recommends policy and administrative improvements.

Application Instructions/Job Requirements:

• Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting - up to 10 years or more; this will be used to determine your base compensation. Employment Record dates must include month and year. Verification of employment history dates on resume should match online Employment Application. Statements such as “See Resume” will not be accepted and a resume alone will not be accepted in lieu of a complete online application.
• Skills Assessments: Skills assessment(s) may be required as part of the recruitment process.
• Virtual Interviews: PARD may conduct virtual interviews.
• Military/Veteran: An applicant claiming Military/Veteran status must provide a copy of his or her DD-214(s), or valid comparable document, at the time of interview.
• Physical Requirements: Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds. Work environment includes inside, and outside environmental conditions, extreme temperatures, and hazards associated with equipment operation including fumes, oils, gases and mists. Must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.

Other:

• Posting Guidelines: PARD reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs. This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.
• 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.
• 90 Day Provision for Additional Vacancy: This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.
• Tobacco and Vape-Free Workplace: All PARD work site locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any PARD work site - including construction sites, parking lots, garages or in any personal vehicles located on the premises.

Pay Range
$24.08 - $27.93 per hour.

Hours
Work/Location Schedule:

• Monday - Friday, 7:30 a.m. to 6:00 p.m. (Variable within these hours)
• May be required to work during special events, evenings, weekends, and holidays.
• Work schedule and location is subject to change based on department needs and programs.
• May be required to work during city emergencies such as extreme weather events.

Job Close Date 05/29/2025 Type of Posting External Department Parks and Recreation Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location Austin Nature & Science Center, 2389 Stratford Dr. Preferred Qualifications
Preferred Experience:

• Experience with administrative business processes including registration, receiving payments, refunds, invoicing, and reconciling accounts, collecting fees, and preparing deposits.
• Experience providing customer service internally/externally for recreation and nature/science center guests.
• Experience processing timesheets and associated records/forms using Banner/ UKG or similar timekeeping and payroll systems.
• Proficiency in RecTrac or other recreation/database management software program, including content editing, activity maintenance, database administration, and making corrections to content.

Preferred Skills:

• Intermediate proficiency with Microsoft Office (Word, Outlook, Teams, PowerPoint, Excel).
• Ability to fluently communicate (reading, writing, speaking) in English and Spanish.

Other:

• Ability to travel to more than one work location.

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 position requires graduation from an accredited four year college or university with major coursework in Business or Public Administration or related field, plus four (4) years of experience in a professional/administrative capacity. Any combination of education and/or work experience will substitute for minimum qualifications. Do you meet the minimum qualifications of this position?

• Yes
• No

* In reviewing the preferred qualifications section of this job posting, please describe in 500 words or less how you meet those preferred qualifications.
(Open Ended Question)
* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, & emails
• 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
• Advanced: create/edit complex documents & spreadsheets; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• 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 CBI to be hired.

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

* Are you related to any person employed by the City of Austin Parks and Recreation Department? If yes, please list the relative's name and relationship:
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents