Administrative Assistant

Job Description:

Administrative Assistant

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. Our guiding principles-Empathy, Ethics, Excellence, Engagement, and Equity - anchor our approach in delivering services that significantly impact the lives of Austin residents. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Diverse and Inclusive Workplace: Work in an environment where every voice is valued, and Innovation thrives.
  
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces: Work in innovative and sustainable environments designed to foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Job Description:

Administrative Assistant

Purpose:

Work in conjunction with other administrative personnel to perform a wide variety of administrative support tasks.

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.

• Greets visitors, handles their inquiries, and directs them to the appropriate person.
  
• Answers multi-line telephones, or two-way radios and directs calls or takes messages.
  
• Maintains office supply inventories by placing orders.
  
• Schedules and coordinates meetings.
  
• Distributes, disperses, and reconciles petty cash requests.
  
• Types letters, memos, forms and other correspondence.
  
• Picks up, sorts and delivers mail to appropriate person.
  
• Files and retrieves documents, records and reports.
  
• Maintains records, enters data and retrieves data as needed.
  
• Analyzes and interprets data and prepares reports.
  

Responsibilities - Supervisor and/or Leadership Exercised:

None.

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 practices, policy and procedures.
  
• Skill in oral and written communications.
  
• Skill in using computers and related software.
  
• 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 establish and maintain good working relationships with city employees and the public.
  

Minimum Qualifications:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.
  
• Education and or experience will substitute for the minimum qualifications
  

Licenses and Certifications Required:

None.

Preferred Qualifications:

• Experience working in an administrative/clerical support capacity.
  
• Experience with customer service and public interaction.
  
• Experience with and/or having knowledge of records management.
  
• Proficient in Microsoft Outlook, Word, Excel.
  
• Must be able to lift up to 15-20lbs when working on files and picking up office supplies.
  
• Ability to travel.
  

Notes to Candidate:

The purpose of this position is to support 2 investigative units, Burglary and Commercial Burglary. The duties for this position include, but are not limited to the following:

• Answering telephones; provide information to the public and direct callers to the appropriate resource.
  
• Serve as payroll liaison for the units, entering time sheets and overtime.
  
• Conduct the Monthly Gun Audit for Department's TCIC/NCIC licensure.
  
• Data entry of Stolen Articles, Second Hand Store, and Pawn Tickets
  
• Manage and maintain administrative files.
  
• Maintain adequate office supplies and ensure office equipment is operational.
  
• Pick up and sort incoming mail and distribute to appropriate personal.
  
• Assume supportive duties of the Admin Specialist when they are not available and provides assistance to other units in the Austin Police Department, as well as other administrative groups as needed.
  

This position reports directly to a civilian administrative supervisor.

* Top candidates will be required to complete an assessment during the interview process.

Work Location

Monday-Friday 7:00 a.m. - 4:00 p.m. or 7:30 a.m. - 4:00 p.m.

Schedule:

1520 Rutherford Lane, RLC

Payrate:

$22.05 per hour - $24.26 per hour

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.

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.

Important Note to Applicants:
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

EEO/AA statement:

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.

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.

EEO Statement for City of Austin:

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.

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.

Closing Date/Time: 2025-10-10