Address
Form of work
SalaryPosition Information
Posting Title
Administrative Specialist
Job Requisition Number
COA091275
Position Number
112448
Job Type
Full-Time
Division Name
APH Epidemiology
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 or Certifications:
None.
Notes to Applicants
Position Summary
The Administrative Specialist is responsible for providing executive-level administrative support to the Chief Epidemiologist/Assistant Director and professional staff of the Epidemiology and Public Health Preparedness Division. Supports other executive administrative staff with public information requests, citizens action forms, and requests for council action. The Administrative Specialist maintains the APH 24/7 Disease Reporting line and routes callers to a knowledgeable public health professional. Prepares memorandums, correspondence, meeting minutes, and presentations for division staff. Serves as the primary division timekeeper, prepares required timekeeping reports, and provides timekeeping training for back-up timekeepers. Maintains contract, financial, and administrative files and documentation. Support the completion of contract deliverables associated with public health emergency response. Assist in the timely completion of cases into NEDSS and assist with case investigation, as necessary.
The Administrative Specialist is responsible for providing executive-level administrative support to the Chief Epidemiologist/Assistant Director and professional staff of the Epidemiology and Public Health Preparedness Division. Supports other executive administrative staff with public information requests, citizens action forms, and requests for council action. The Administrative Specialist maintains the APH 24/7 Disease Reporting line and routes callers to a knowledgeable public health professional. Prepares memorandums, correspondence, meeting minutes, and presentations for division staff. Serves as the primary division timekeeper, prepares required timekeeping reports, and provides timekeeping training for back-up timekeepers. Maintains contract, financial, and administrative files and documentation. Support the completion of contract deliverables associated with public health emergency response. Assist in the timely completion of cases into NEDSS and assist with case investigation, as necessary.
- This position will be in the office.
- This position is a part of the Public Health Response team and may be required to work weekends or after hours for training and exercises, or during an emergency response or activation.
APH Information
- This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan.
- Departmental Competencies related to the position can be found on Austin Public Health’s website.
Immunization Requirement:
Due to high-risk areas, Austin Public Health employees must comply with the department’s immunization policy.
When completing the City of Austin employment application :
- A detailed, complete COA employment application is required. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position.
- Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications
- A résumé is optional and will not substitute for a complete COA employment application. When completing the City of Austin employment application, the Work experience listed must include month, year, and a verifiable Supervisor or Human Resources phone number. Incomplete applications will not be considered.
- Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are Candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.
If you are selected to interview:
- Military/Veterans must provide a copy of their DD214 at the time of initial interview to receive military/veteran interview preference
- This position will require a pre-employment Criminal Background Investigation (CBI).
- If you are identified as a top candidate, verification of your education, which may include High School graduation or GED, undergraduate and/or graduate degrees, will be required.
- All Austin Public Health worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any APH worksite – including parking lots, garages or in any personal vehicle located on the premises.
Electronic Notification to Applications: Applicants will be notified via e-mail to communicate important information related to the status of their application as part of an ongoing effort to increase operational efficiency, promote a green environment and minimize delays and costs. Please ensure that the email address and contact information you provide are current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our e-mails or fail to check your inbox in a timely manner
Applicants are encouraged to apply immediately. Please note that the Department may close the job posting at any time after 7 days.
A skills assessment may be required.
When public health responds to an emergency you may be assigned activities that are outside your regular job description. This may involve responding at any time, including nights and weekends with possible deployment to locations other than the Austin Public Health.
This position is eligible for Public Service Loan Forgiveness (PSF) Program. This program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans.
Pay Range
$23.76 – $27.56
Hours
8:00 a.m. – 5:00 p.m. Monday – Friday
- This position will be in the office.
- This position is a part of the Public Health Response team and may be required to work weekends or after hours for training and exercises, or during an emergency response or activation.
Job Close Date
04/01/2024
Type of Posting
External
Department
Austin Public Health
Regular/Temporary
Regular
Grant Funded or Pooled Position
Not Applicable
Category
Professional
Location
5202 East Ben White Blvd Suite 600
Preferred Qualifications
- Providing executive-level administrative support.
- Experience with UKG or other timekeeping systems.
- Excellent customer service skills.
- Ability’ to handle multiple tasks and prioritizing.
- Experience working with confidential information.
- Preferred completion of FEMA Incident Command System (ICS) 100, 200, and 701 training.
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.
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.
