Administrative Specialist, Austin Police

About This Position

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 with customer service and public interaction

• Experience with and/or having knowledge of records management

• Experience with NCIC/TCIC for criminal background checks and inquiries.

• 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 to different work locations.

Notes to Candidate:

The purpose of this position is to support three (3) investigative units; Burglary, Commercial Burglary and Property Crimes Task Force. They will also serve as back up for the NCIC/TCIC Monthly Gun Audit for the department and pawn ticket entries. This position reports directly to a civilian administrative supervisor.

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.

• Report and track overtime on a monthly basis