Position Information

Posting Title Administrative Specialist (Security Management)

Job Requisition Number AE503672

Position Number 106104

Job Type Full-Time

Division Name Customer Account Management

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 will be within the Security Management division of Corporate Support Services with duties and responsibilities including but not limited to.

• Badge Administration – Issue, maintain, and manage access control badges, including creating new badges, deactivating lost or stolen badges, and updating access permissions as needed.

• Security Management – Verify the credentials of individuals entering the premises to include employees, contractors, and visitors.

• Database Management: Oversee the operation of the badge office, which includes reconciling the badge database and conducting badge audits to ensure accuracy and compliance

• Vendor Management – Collaborate with external vendors who supply access control badges for ordering new badges, troubleshooting issues and coordinating deliveries.

• Site Personnel Support – Provide support to site personnel responsible for ID badge operations and maintenance by training staff on badge production and troubleshooting badge system issues.

• Perform records management duties for the section.

Benefits:

Working with Austin Energy provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click HERE (http://www.austintexas.gov/department/active-employee-benefits) for more information.

Employment Application:

• The City of Austin employment application is an official document; incomplete applications will not be considered.

• Please be sure to detail on the application all current and previous employment that you wish to be considered as part of your qualifications.

• 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.

• Résumés will not be accepted and statements such as “see résumé” will not be accepted. You may use “N/A” for fields that are not applicable.

• Please note that Austin Energy 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.

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.

• If you are identified as a top candidate and are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.

• This position requires a criminal background investigation.

Work Schedule:

This position is categorized as Essential Personnel with the City of Austin. Essential staff are required to work during emergencies or bad weather if they are scheduled to work and, in some cases, when they are not scheduled. Essential employees ensure the continuance of key operations for the City of Austin.

Work hours may include after hours, holidays, and weekends and may include on-call shifts.

Shifts may change according to departmental needs.

This has been designated as an Essential Employee position. In the event of a City-designated emergency, Essential Employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees and ensure the continuity of essential operations. In such an emergency, Essential Employees may be called back in, may be required to modify their schedule, may be assigned to a City-designated work site, or may be retained on site to assist with operations and recovery.

Pay Range

$23.76 – $27.56

Hours

Monday through Friday; 8:00 a.m. – 5:00 p.m.

Shifts may change according to departmental needs.

Employee may be required to work additional hours outside of regular work schedule.

Job Close Date 05/22/2024

Type of Posting External

Department Austin Energy

Regular/Temporary Regular

Grant Funded or Pooled Position Not Applicable

Category Clerical

Location 4815 Mueller Blvd, Austin Texas 78723

Preferred Qualifications

Preferred Experience:

• Demonstrate experience supporting a busy manager.

• Experience with credential management using an access control system.

• Experience working with multiple task and prioritizing in a fast passed environment with rapidly changing priorities and limited supervision.

• Experience working with records management.

• Experience maintaining and ordering supplies.

• Experience discerning confidential information.

• Advanced Microsoft Office skills.

• Strong written and verbal communication skills

  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

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • The minimum qualifications for the Administrative Specialist position are: 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. Do you meet these minimum qualifications?

• Yes

• No

• • Please describe how you meet the minimum qualifications referenced above. Detail how you meet the educational requirements (if applicable), account for the years of related experience (if applicable), and explain any substitutions of experience for education, or vice-versa (if applicable).

(Open Ended Question)

• • Describe your experience supporting a senior level manager in an administrative capacity. Specifically describe your role and how you helped that senior manager make the most out of his/her time.

(Open Ended Question)

• Please describe your experience with credential management using an access control system such as Lenel OnGuard Access Control System or similiar.

(Open Ended Question)

• • Please describe your organizational skills, your attention to detail, and your ability to handle multiple tasks and prioritize independently.

(Open Ended Question)

• • Describe your experience in records management to include, but not limited to: record-keeping practices, filing, indexing, archiving and disposal.

(Open Ended Question)

• • As related to this position, describe your experience in maintaining and ordering supplies and inventory.

(Open Ended Question)

• • Briefly describe your experience working in an office setting that requires confidentiality as your job.

(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

• • This position requires strong verbal and written communication skills. Please describe how you have used these skills extensively in your current or past work experience.

(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.

• • This position is classified as an “essential” position. The candidate must be able to work during emergencies or bad weather if they are scheduled to work and, in some cases, when they are not scheduled. Shifts may change according to departmental needs and work hours may include after hours, holidays, and weekends. Are you able to meet these schedule requirements?

• Yes

• No

  Optional & Required Documents

  Required Documents

  Optional Documents

  Contact City of Austin Employment Services

  Office: 512-978-JOBS (5627)

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