Administrative Specialist (Austin Police Oversight)

Job description

About This Position Under general supervision this position will be responsible for providing administrative support to the Complaint Division of Austin Police Oversight in everyday operations. Responsibilities will include: Completing intake of administrative complaints received from community members by phone, email and online forms regarding their interactions related to police misconduct. Collecting, organizing and interpreting data in support of quarterly meetings and yearly reports regarding the Complaints Division. Monitoring the APO resource account to manage the division calendar, respond to communication from community members or other departments and route received communications to appropriate staff. 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: Proficient in MS Office Suite. Bilingual (English/Spanish, Speak/Read/Write). Experience in local/city/municipal government. Experience with customer service. Experience in data collection, organization and interpretation. Notes to Candidate: Under general supervision this position will be responsible for providing administrative support to the Complaint Division of Austin Police Oversight in everyday operations. Responsibilities will include: Completing intake of administrative complaints received from community members by phone, email and online forms regarding their interactions related to police misconduct. Collecting, organizing and interpreting data in support of quarterly meetings and yearly reports regarding the Complaints Division. Monitoring the APO resource account to manage the division calendar, respond to communication from community members or other departments and route received communications to appropriate staff. The successful candidate will posses the following attributes: Dependability Effective Communicator Adaptable Organized The mission of Austin Police Oversight (APO) is to provide impartial oversight of the Austin Police Department’s (APD) conduct, practices, and policies to enhance accountability, inform the public to increase transparency, and create sustainable partnerships throughout the community. When people have concerns or complaints about potential police misconduct, those concerns need to be heard, investigated, and resolved. At APO, everything we do is to promote an atmosphere of earned trust between Austinites and APD. Work Location: 1520 Rutherford Ln, Austin, TX 78754 Days and Hours Monday – Friday 8:00 a.m. – 5:00 p.m. Depending on business needs, telework up to three days a week may be possible after the successful completion of a six-month training period. Evenings and weekends may be required based on business and operational needs. When completing the City of Austin employment application: The City of Austin employment application is an official document; incomplete applications will not be considered. Please complete the application in its entirety. Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications. 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. Be sure to provide job titles and employment dates for all jobs you wish to be considered. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates. A résumé is required, but will not substitute for a complete employment application. Please be sure that your application is a reflection of your entire work history. 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. Background: Successful candidates must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. 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. Benefits: Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Compensation: $24.40 - $28.42 hourly 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. The office may close this posting at any time after seven days. . 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 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. . 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.