Temporary Administrative Specialist (Austin Housing)

About This Position
Austin Housing is seeking a Temporary Administrative Specialist to provide administrative and clerical support for department-wide programs, initiatives, and operations. This position will support the Administrative Services team and collaborate with various divisions to coordinate meetings, maintain records, process payments and documentation, and provide support to boards, committees, and other organizational activities.
The ideal candidate will have experience providing administrative support in a professional or public-sector environment, with knowledge of document management, payment processing, meeting coordination, and cross-functional collaboration. The position requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while maintaining accuracy and confidentiality. The selected candidate must be able to work independently and effectively with staff at various levels and may be required to work occasional evenings and weekends based on operational needs.
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:
Experience providing administrative and clerical support to boards, commissions, committees, or public-sector leadership, including preparing agendas, meeting materials, minutes, and correspondence.
Strong organizational skills with experience managing records, calendars, correspondence, data entry, document preparation, and other administrative functions while maintaining accuracy and confidentiality.
Experience processing payments, invoices, purchase orders, reimbursements, or financial transactions with careful attention to accuracy, documentation, and established procedures.
Demonstrated ability to support multiple teams or departments simultaneously, prioritize competing deadlines, communicate effectively with diverse stakeholders, and collaborate to ensure smooth day-to-day operations.
Notes to Candidate:
Pay Range: Entry: $24.40 to Mid-Range $27.07 (per hour)
Schedule: Monday - Friday (8:00AM - 5:00PM)
This position requires occasional participation in after-hours or Saturday community events.
Telework opportunities may be available after an initial training period.
Location: 1000 E 11th Street, Austin Texas 78702
Employment Application:
The City of Austin employment application is an official document; incomplete applications will not be considered.
The Employment Record should be complete with job titles, employment dates, job duties, functions, and responsibilities for each position held.
Starting salary will be based on overall relevant experience from your application.
Responses to supplemental questions regarding experience should also be clearly documented in the ‘Experience’ section of the main application.
Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.
While a résumés and cover letter is required, statements such as “see résumé” will not be accepted on the application. You may use “N/A” for fields that are not applicable.
Please note that Austin Housing may close the job posting at any time after 7 days from the date of the initial advertisement. Once the job posting has closed, applications cannot be changed.
To ensure a thorough evaluation of your qualifications, please answer all applicable questions in the questionnaire section completely. Incomplete, brief, or one-line responses may not provide enough detail and could impact your eligibility to move forward in the selection process.
Current City of Austin employees must submit their application through ‘Job Hubs’ in Workday to be considered.
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 accredited organization/institution
Assessments:
Your skill level in some of the competency areas for this job may be assessed through skills testing.
Candidates selected for interview(s) may be required to complete an assessment(s) approved by Municipal Civil Service process, Rule 4.
Travel: If you are selected for this position, and meet the Driver Safety Standards in the City of Austin