Business Process Specialist, Austin Facilities Management

About This Position

 

Austin Facilities Management (AFM) is seeking a Business Process Specialist to serve as the system owner and administrator of the department's asset management system and Capital Predictive module. This position plays a critical role in ensuring AFM can transition from reactive to strategic, data-driven facility maintenance by maintaining accurate asset records, reliable preventive maintenance schedules, and integrated facility condition data that supports capital planning decisions. The ideal candidate will bring strong technical and analytical skills to manage complex databases, ensure data quality and governance across the department, and provide responsive technical support and training to system users across all AFM divisions.


In this role, you will work closely with workgroup managers, trades staff, and external vendors to maintain the integrity of asset data, coordinate facility condition assessments, and generate reports that inform operational and capital planning decisions. You will have the opportunity to develop and implement process improvements, establish standard procedures for system use, and serve as a subject matter expert who helps AFM manage its growing facility portfolio more efficiently. This position offers the chance to make a meaningful impact on how the City of Austin maintains and invests in the places where great work happens, working independently while collaborating with a dedicated team focused on operational excellence.

 

Job Description:

Purpose:

Under general supervision, this position performs professional level work involving research and analysis of a variety of routine/semi routine administrative and operational support duties in the area of project management, quality management, performance measurement, change management and business process improvement. Provides support and assistance to senior process consultants, auditors and team leaders. 

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.

• Assists in planning, executing and closing projects in a variety of operational and/or administrative situations related to specific assignments/areas.

• Develops and maintains databases to support data analysis and research findings for business projects.

• Assists in preparation of recommendations for implementation of new or revised policies, procedures, and/or process changes/improvements.

• Writes reports that summarize findings, data collection techniques, implementation options, etc.

• Establishes project schedules using project planning software/tools, updates, and maintains project status reports. Communicates project/process status.

• Conducts research, analyzes trends, determines accuracy and relevancy of data/information, and uses sounds judgment to evaluate alternatives.

• Facilitates and documents meetings, action items, and processes using flowcharting methodologies.

• Maintains positive working relationships with managers, supervisors, employees and other stakeholders to gain their cooperation and support.

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 business strategies, objectives, planning, development and management processes and process improvement.

• Knowledge of research methodologies, cost/benefit analysis, statistics and financial modeling.

• Knowledge of applicable City of Austin, state and federal statutes, ordinances and codes.

• Knowledge of performance measures, quality improvement programs and project management methods.

• Skill in oral and written communication using a variety of formats including: print communication, electronic format, presentations and telephonic.

• Skill in using computers and related software applications.

• Skill in data analysis and problem solving.

• Ability to quickly recognize and analyze irregular data and situations.

• Ability to work independently and with teams.

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus one (1) year experience related to the job.

• Experience may be substituted for educat