Administrative Specialist (Austin Nature Science Center/Austin Parks and Recreation)

About This Position

Under limited supervision, using independent discretion and judgment, works within a specialized function or a specific area of administrative and staff support.

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.

• →May provide leadership, work assignments, evaluation, training and guidance to others

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.

• 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.

• Experience with registration administrative business processes for public programs including registering participants for public programs and camps (in person, by phone and online); preparing enrollment reports, participant rosters, and program sign-in sheets; collecting participant waivers, and dispositioning records containing personally identifiable information. 

• Experience with financial administrative processes such as cash handling, processing end of shift documentation for a team of up to 6 cashiers, preparing cash and check deposits for the bank, preparing cash and credit card reconciliation reports to include processing payment collection, cancellations and refunds for public programs, reconciling accounts, and creating aging reports.  

• Experience providing external customer service for nature center or public institution guests and internal customer service to coworkers and other City of Austin staff.  

• Experience processing time sheets and associated payroll records and reports using UKG or similar timekeeping and payroll system.

• None.

• Advanced proficiency with Microsoft Office (Word, Outlook, Teams, PowerPoint, Excel).Proficiency in RecTrac or other public program registration software system, including content editing, activity maintenance, and making corrections to content. 

• Ability to fluently communicate (reading, writing, speaking) in English and Spanish. 

• Ability to travel to more than one work location.

The City of Austin Parks and Recreation (APR) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin 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.

The purpose of the Administrative Specialist position is to, under limited supervision and using independent discretion and judgment, serve as program registrar and business office lead in a public facing role in a busy public facility. Support work duties within a specialized function or a specific area of administrative and staff support. 
 
Other duties include, but are not limited to: 

• Provides administrative support on highly technical and/or specialized projects. 

• Facilitates the handling of time sensitive requests such as expense and program reports, registration data, refunds and customer service requests, as well as handling other confidential documents. 

• Verifies accuracy and completeness of critical documents such as cash reports, deposits, participant waivers, financial records, class registration procedures and content for brochures and other marketing materials.
• Oversees business office procedures and performs database management. 
• Conducts research, compiles data, and prepares documents for consideration and presentation. 
• Performs data analysis, problem solving, and recommends policy and administrative improvements. 

Application Instructions/Job Requirements:

• Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting – up to 10 years or more; this will be used to determine your base compensation. Employment Record dates must include month and year. Verification of employment history dates on resume should match online Employment Application. Statements such as “See Resume” will not be accepted and a resume alone will not be accepted in lieu of a complete online application.
• Skills Assessments: Skills assessment(s) may be required as part of the recruitment process.
• Virtual Interviews: APR may conduct virtual interviews.
• Military/Veteran: An applicant claiming Military/Veteran status must provide a copy of his or her DD-214(s), or valid comparable document, at the time of interview.
• Physical Requirements: Tasks may involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds. Work environment includes inside and outside environmental conditions, extreme temperatures, and you must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.

Other Information:

• Travel: If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you will drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
• 90 Day Provision for Additional Vacancy: This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.
• Tobacco and Vape-Free Workplace: All PARD work site locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any PARD work site – including construction sites, parking lots, garages or in any personal vehicles located on the premises.

• Monday – Friday, 7:30 a.m. to 6:00 p.m.
• May be required to work during special events, evenings, weekends, and holidays.
• Work schedule and location is subject to change based on department needs and programs.
• May be required to work during city emergencies such as extreme weather events.

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• 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.

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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.