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Administrative Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

Position Information

Posting Title: Administrative Assistant
Job Requisition Number: COA093370
Position Number: 110561
Job Type: Full-Time
Division Name: Police Headquarters

Minimum Qualifications

Education and/or Equivalent Experience:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.
• Education and or experience will substitute for the minimum qualifications.

Licenses or Certifications: None.

Notes to Applicants

The purpose of this position is to provide support in the maintenance and archival of applicant records for the Recruiting unit. The position verifies the accuracy and completeness of various database entries, applicant data, performs background checks, stores and organizes psych evaluations, and manages calendars and meetings. This position maintains personnel rosters/emergency information, greets potential applicants and stakeholders, responds via telephone and e-mail to the needs of applicants, and monitors applicant progress reports for sworn personnel and background investigators. Additionally, the admin maintains the office supplies for the unit and is the point person for maintenance and organization of the on-site file room that archives all Recruiting records.

The top candidate/s will be required to complete an assessment as part of the interview process.

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.

Travel

If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

EEO /AA statement

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.

Preferred Qualifications

Preferred Experience:

• Skilled in oral and written communication, customer service, and teamwork.
• Skilled in multitasking with frequent interruptions, extremely organized, with strong time management skills.
• Payroll experience using automated timekeeping.
• Experience in records maintenance, control schedules, retention periods, and filing paper and electronic records.
• Experience supporting executive staff, and working with law enforcement personnel.
• Ability to exercise discretion and use integrity in all confidential matters.
• Ability to lift 20 lbs. with or without accommodations.
• Ability to problem solve and possess a strong work ethic.
• Ability to travel to more than one work location.
• Proficient in Microsoft Word, Excel, and Outlook.

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.

• Greets visitors, handles their inquiries, and directs them to the appropriate person.
• Answers multi-line telephones, or two-way radios and directs calls or takes messages.
• Maintains office supply inventories by placing orders.
• Schedules and coordinates meetings.
• Distributes, disperses, and reconciles petty cash requests.
• Types letters, memos, forms and other correspondence.
• Picks up, sorts and delivers mail to appropriate person.
• Files and retrieves documents, records and reports.
• Maintains records, enters data and retrieves data as needed.
• Analyzes and interprets data and prepares reports.

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 practices, policy and procedures.
• Skill in oral and written communications.
• Skill in using computers and related software.
• 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 establish and maintain good working relationships with city employees and the public.

Criminal Background Investigation

This position has been approved for a Criminal Background Investigation.

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 (*).

• * The Administrative Assistant position requires graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience. Education and or experience will substitute for the minimum qualifications. Do you meet the minimum qualifications for this position?
  • Yes
  • No
• * This position requires a criminal background investigation (CBI). 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 Criminal Justice Information System (CJIS) to be hired.
  • I acknowledge and understand this position requires a Criminal Justice Information System (CJIS-Criminal Background Investigation).
• * Please describe your skills in oral and written communication, customer service, and teamwork.

  (Open Ended Question)

• * Please describe how you stay organized and manage your assigned tasks while having frequent interruptions.

  (Open Ended Question)

• * Please describe your work related experience with Payroll Timekeeping. If you do not have experience, please put N/A.

  (Open Ended Question)

• * Please describe your experience in records maintenance, control schedules, retention periods, and filing paper and electronic records.

  (Open Ended Question)

• * Please describe your experience supporting executive staff and working with law enforcement.

  (Open Ended Question)

• * Do you have experience working with confidential records and information?
  • YES
  • NO
• * Do you have the ability to lift 20 pounds or more with or without reasonable accommodations?
  • Yes
  • No
• * Do you have the ability to travel to multiple sites as part of the regular job duties?
  • Yes
  • No
• * 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, mathematical formulas, hyperlinks, graphics; data/mail merge, import data from one document to another
• * All applicants applying for this job posting should submit a complete application; resumes submitted should mirror the completed application. Starting salary for the top candidate(s) will only be based on overall relevant experience from your employment application, not the resume or cover letter. Your application will be considered incomplete if your application and resume do not mirror and if your application states “see resume”. Do you understand these statements?
  • Yes
  • No

Optional & Required Documents

Required Documents: Resume

Optional Documents:

Contact City of Austin Employment Services
Office: 512-978-JOBS (5627)
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