Administrative Senior

Job Description:

Administrative Senior

Description

Minimum Qualifications

• Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job.
• Any combination of education and/or work experience will substitute for
  minimum qualifications

Licenses or Certifications:
None
Notes to Applicants

This position provides administrative support to the Crisis Intervention Team ( CIT ), which is comprised of sworn and non-sworn employees. The Unit is staffed with specially trained CIT officers within APD , who act as liaisons between the department’s patrol officers and the facilities, providers and consumers within the mental health community.

The duties of this position include, but are not limited to the following:

• 1. Monitors e-mails, voicemails, TEAMS and is readily available to answer the unit’s main phone line; assists customers with questions and/or requests pertaining to policies, local ordinances, state laws and procedures dealing
• 2. Maintains the CIT Unit’s calendar, on-call roster schedules, and various contact lists.
• 3. Provides Integral Care with Hot Line dispositions.
• 4. Support mental health consumers and their families by addressing inquiries and directing their requests to the appropriate available resources.
• 5. Tracks statistics for the unit; creates a monthly summary report and submits a monthly memorandum to the Crisis Intervention Team’s Chain of Command.
• 6. Assists vendors with deliveries; sorts, prioritizes, and distributes incoming interoffice mail, postal deliveries or packages.
• 7. Compiles information and performs data entry tasks; assists with meeting preparations.
• 8. Orders and maintains adequate office supplies for the unit; serves as the unit’s budget liaison.
• 9. Troubleshoots and reports equipment breakdowns; creates building maintenance tickets for the appropriate representative or vendor.
• 10. Assists in maintaining compliance of the unit’s paper and electronic records by following the established guidelines established by the Office of the City Clerk, APD , and State Law, as well as the CIT Unit’s Chain of Command.
• 11. Maintains the cleanliness and tidiness of all public spaces, including bulletin boards and brochure holders to uphold the department’s professional image.
• 12. Attends meetings and completes training(s) to fulfill the department’s and administrative group’s yearly requirements.
• 13. Provides assistance to other units in the Austin Police Department, as well as other administrative groups, when needed. Which can include covering other’s time off, assisting with backlog projects and additional tasks or duties, as assigned.

Top candidates will be required to complete assessments in Microsoft Word, Outlook, Excel, and Power Point.

Driving Requirement:

This position requires a Valid Class C Driver License or the ability to acquire one by your hire date. External New Hires must meet the City of Austin’s Driver Record Evaluation ( DRE ) requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.

If you are selected for an interview:

• Please bring the contact information for at least four (4) references.
• If you are identified as a top candidate, verification of your education (which may include your official college transcript, high school diploma or GED ) may be required. You must provide proof of education from an accredited organization/institution.

When completing the City of Austin employment application:

• All relevant employment (work/volunteer) must be included in the online application to be considered for this position. A detailed, complete employment application is required. In addition, the resume information must match the information on the application.
• Please be sure to provide job title and employment dates for all jobs. Please include contact information for previous employers.
• The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). Incomplete applications will not be considered. Please include contact information from previous employers.
• Starting salary will be based on overall relevant experience and education.
• A resume is required but will not substitute for a complete COA application. Please be sure the positions and employment dates listed on your resume match you application.

To view the City of Austin Recruitment Video, please click here!

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.

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.

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.

To learn more about working with the City of Austin, click here to watch a short video!
Pay Range
$22.22- $24.77
Hours
Monday through Friday
7:30 a.m. to 4:30 p.m.
Job Close Date 01/27/2025 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 4110 Guadalupe St., Bldg. #631, Austin, TX 78751 Preferred Qualifications
1. Results oriented; demonstrates the ability to prioritize and organize workload effectively, ensuring deadlines are met consistently.
2. Displays exceptional attention to detail and a strong sense of urgency, while upholding high work standards.
3. Maintains a positive attitude, during frequent interruptions and shifting priorities.
4. Quickly learns new information and applies problem-solving skills, making effective decisions swiftly and confidently.
5. Demonstrates exceptional customer service; effectively communicates with tact, a high level of integrity, maturity, professionalism and displays respect for others, including external and internal customers.
6. Maintain a high degree of confidentiality at all times due to sensitive information within the department.
7. Experience using the full Microsoft Office Suite including Excel, Word, Outlook, PowerPoint, and Teams, as well as Adobe Pro.
8. Must be strong team player; ability to work a flexible schedule, when needed to better manage the business needs of the unit.
9. Must demonstrate a strong history of working independently with minimal supervision, maintaining self-motivation and active engagement.
10. Ability to travel to more than one work location

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 projects by researching and compiling data. Distributes and reconciles petty cash requests. Monitors and tracks interdepartmental documents. Creates, maintains and archives documents. Schedules and coordinates meetings and appointments. Greets visitors, handles their inquiries and directs them to the appropriate person according to their needs. Answers multi-line phones, transfers calls and takes messages. Opens, sorts and distributes incoming mail. Creates and maintains files, documents, records and reports. Orders and receives office supplies, ensures invoices match deliveries, notifies appropriate personnel of discrepancies. Prepares memos, letters and other documents.

Responsibilities- Supervision and/or Leadership Exercised:

• May lead or train 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 train others.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to quickly recognize and analyze irregular events.
• Ability to establish and maintain good working relationships with other city employees and the public.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
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.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* This position requires graduation from High School or equivalent, plus five (5) years experience in a field related to the job. Any combination of education and/or work experience will substitute for minimum qualifications. Do you meet the minimum qualifcations?

• Yes
• No

* Indicate your highest level in Microsoft Word.

• Beginner: skill level includes creating/editing/saving files, applying text formatting, using templates, using spell checks, inserting date/time, etc.
• Intermediate: skill level includes formatting pages/sections, margins, tabs, outlines and headers/footers, inserting text boxes, tables and graphs, tracking changes, inserting hyperlinks, protecting documents, etc.
• Advanced: skill level includes using mail merge, creating forms, footnotes and headers, superscripts/subscripts, etc.
• Expert: skill level includes creating index/concordance, line drawings and macros, importing/exporting files, etc.
• None of the above

* Indicate your highest level in Microsoft Outlook.

• Basic: able to send/receive emails and schedule calendar items
• Intermediate: able to reply/forward email, use mail options to mark messages as confidential/high priority, set up read receipts, send meeting notices, set up task lists
• Advanced: able to view calendar conflicts for multiple users, manage email/calendar for other users, set up rules & alerts, resend/recall emails, assign/track completion status of tasks
• I do not have experience with Microsoft Outlook, but have experience with a similar office productivity software such as Lotus Notes or Novell GroupWise
• I do not have experience with Microsoft Outlook

* Indicate your highest skill level in Microsoft Excel.

• Beginner: skill level includes data entry, basic formatting (page setup, column width, etc.), creating spreadsheets, etc.
• Intermediate: skill level includes basic calculations, use of functions, complex formatting (cell manipulation, etc.), charts/graphs (static), etc.
• Advanced: skill level includes pivot tables, V Lookups, formula creation, use of functions for formula creation, etc.
• Expert: skill level includes macros creation, complex formula creation/manipulation, charts/graphs (dynamic), create database queries, etc.
• None of the above

* Indicate your highest level of experience in using Microsoft PowerPoint.

• Beginner: skill level includes use of pre-existing templates, ClipArt gallery and various presentation views, single slide formatting, etc
• Intermediate: skill level includes creating/formatting master for entire presentation, use of various slide layouts, etc.
• Advanced: skill level includes use of slide transitions/sound/animation, creating/importing charts/graphs, manipulate multiple presentations, etc
• Expert: skill level includes incorporating web page/document hyperlinks, video clips, graphics/art creation and manipulation, etc.
• Limited or no MS PowerPoint experience, but proficiency with another presentation application
• No presentation software experience

* Describe your ability to manage work load to include prioritizing, effectively managing time, and meeting all deadliness in a fast paced environment.
(Open Ended Question)
* Please describe your experience exhibiting superior work standards and a high degree of attention to detail.
(Open Ended Question)
* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* Describe your experience maintaining a high degree of confidentiality dealing with sensitive information and files.
(Open Ended Question)
* Describe your experience in records management to include, but not limited to: record-keeping practices, filing, indexing, archiving, disposal, and management of electronic files.
(Open Ended Question)
* This position requires a CJIS fingerprint based background check. Are you willing to complete a CJIS background check and maintain CJIS eligibility?

• Yes
• No

Optional & Required Documents

Required Documents Resume Optional Documents Cover Letter