Administrative Specialist - Water Treatment Operations (Austin Water)

Job Description:

Administrative Specialist - Water Treatment Operations (Austin Water)

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles - Empathy, Ethics, Excellence, Engagement, and Equity - anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Value and Innovation : Work in an environment where employees are valued and innovation thrives.
  
• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

ABOUT AUSTIN WATER:
For over 100 years, Austin Water has been committed to providing safe, reliable, high-quality, and affordable water services to our customers. Today, we serve over 1,000,000 people in the Austin metropolitan area, across more than 548 square miles.

Austin Water consistently ranks among the best in the country when it comes to water quality. We also treat, return, and recycle wastewater in ways that protect environmental resources. Austin Water exceeds federal and state requirements for clean water and environmental compliance at our water and wastewater treatment plants.

Job Description:

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 complex timekeeping, including providing guidance on policies, verifying timecards, and entering payroll data into an automated timekeeping system such as UKG, PeopleSoft or Banner.
  
• Demonstrated experience in planning and organizing, including coordinating calendars for multiple managers, and effectively managing frequent interruptions and changing priorities.
  
• Effectively communicates clearly and concisely with internal and external customers while exercising tact, patience, and discretion in a professional manner.
  
• Skilled in preparing written communications, including creating, reviewing, and editing memos, reports, correspondence, meeting minutes, presentations, and process/procedure documentation.
  
• Proficiency with Microsoft Word, Excel, Outlook, Teams, SharePoint, and screen capture software, creating documentation (such as SOPs, operations manuals, etc.).
  
• Experience using Adobe Acrobat, or similar, to create, edit and export PDF’s and create fillable forms.
  
• Experience using the City of Austin’s AIMS or eCombs systems, ePRF, or other similar financial management software.
  
• Experience managing large amounts of data and records while ensuring accuracy.
  
• Experience with records management and retention.
  
• Experience supporting a team that responds during times of emergency, after-hours and for extended periods.
  
• Ability to travel to multiple worksites.
  

Notes to Candidate:

Austin Water has three water treatment plants: Handcox, Davis, and Ullrich, that operate 24/7 to draw water from the Colorado River, then filter and treat it according to federal and state standards to provide safe drinking water for the community.

Position Overview:

This Administrative Specialist position supports the Operations & Maintenance teams at Austin Water’s three (3) Water Treatment Plants (WTP) that operate 24/7.

Key Responsibilities include but are not limited to:

• Timekeeping and Payroll Support: Review, enter, and correct timecards for staff with varying schedules. Run reports for Supervisors and management team.
  
• General Administrative Support: Provide general support to the Water Treatment Operations team and staff, assisting with various tasks and projects as needed.
  
• Using computer applications to effectively and efficiently create, edit, protect, share, and manage documentation and records.
  
• Records Management: Maintain Water Treatment Operations records, ensuring that all information is accurate and up-to-date.
  

Pay Range: $24.40 - $28.42 per hour

This position will rotate working at the following locations:
Davis Water Treatment Plant
3500 W. 35th Street, Austin, Texas 78731

Ullrich Water Treatment Plant
1000 Forest View Drive, Austin, Texas 78746

Handcox Water Treatment Plant
6800 North F.M. 620, Austin, Texas 78726

Days and Hours:
Monday - Friday, 7:30 a.m. to 4:00 p.m.

This position may require overtime, working on weekends, nights, and holidays, based on business needs.

Benefits:

Working with Austin Water provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more - click HERE for more information.

Travel:

If you are selected for this position and meet the City of Austin Driver Safety Standards requisite, 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.

When completing the City of Austin employment application:

• A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position.
  
• Provide each job title and accurate employment dates for all jobs included on the application.
  
• Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment and computer software used.
  
• A résumé is required but will not substitute for a complete employment application. Incomplete applications will not be considered.
  
• Please include contact information from previous employers.
  

Assessment Requirement:

Applicant skill level in the competency area of Microsoft Excel and Outlook will be assessed, with a required minimum passing score of 70% to be considered for the next step in the recruitment process.

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.
  
• And are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.
  
• A criminal background investigation (CBI) is required.
  

Critical Employee:

This position has been designated as critical for the City of Austin. Critical positions are necessary and vital and support activities that impact City or department operations. Work can be done while at a designated work site or while working at an alternate work location. Critical employees may be reassigned to another area to provide essential services to support any extraordinary situations or emergency conditions.

Secondary Employment:

• All Austin Water 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.
  
• Austin Water must review all secondary employment.
  
• Employees are required to submit a Secondary Employment Application for review and approval upon being hired with Austin Water, as well as current Austin Water employees considering secondary employment.
  

All Austin Water worksite locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any AW worksite - including construction sites, parking lots, garages or in any personal vehicle located on the premises.

Important Note to Applicants:
Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

Please note this posting may close any time after 7 days.

EEO Statement for City of Austin:

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.

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.

Closing Date/Time: 2025-12-10