Administrative Senior (Austin Police)

About This Position

Job Description:

Administrative Senior

Purpose:

Under limited supervision, this position provides various routine administrative functions to departmental staff.

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, and notifies appropriate personnel of discrepancies.

• Prepares memos, letters, and other documents.

Responsibilities - Supervisor 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.

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 and Certifications Required: 

• None.

Preferred Qualifications:

• Experience with customer service and public interaction.

• Experience with maintaining confidential files and/or experience which required you to maintain confidentiality. 

• Experience with and/or having knowledge of records management.

• Proficient in Microsoft Outlook, Word, Excel.

• Must be able to lift up to 15-20lbs when working on files and picking up office supplies.

• Ability to travel to different work locations. 

Notes to Candidate:

The Internal Affairs Administrative Senior provides administrative, records management, and case support within the Internal Affairs Division. This position handles sensitive and confidential information and assists in maintaining the accuracy, completeness, and integrity of records involving sworn and non-sworn personnel. 

The role supports Internal Affairs operations by maintaining case information, processing intakes, records, and information requests, researching Internal Affairs histories, compiling data and reports, and coordinating with internal and external stakeholders. The position works closely with the Administrative Specialist and other Internal Affairs personnel to ensure administrative processes are completed accurately, timely, and in accordance with departmental and applicable records requirements. 
This position reports directly to a civilian Administrative Supervisor. 

Work Location

1520 Rutherford Lane, RLC

Schedule:

Monday-Friday 7:00 a.m. – 4:00 p.m. or 7:30 a.m. – 4:00 p.m.

Payrate:

$22.48hr - $25.24hr

*Top candidates will be required to complete an assessment during the interview process.

City of Austin Application:

A complete and detailed City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. Starting salary will be based on overall relevant experience and education. Application must include job titles, job duties performed, full or part time status. Your work history should include the duties you performed, any supervisory or lead responsibilities, and any equipment or computer software used.

A resume and cover letter must be submitted to be considered for this position but will not substitute for a complete employment application. Please verify the employment history dates on your resume exactly match your online application.

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.

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.

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.

To learn more about working with the City of Austin, click here to watch a short video!

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

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.

This posting can close at any time after 7 days.

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.

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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 – that anchor our delivery of 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