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Administrative Specialist

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Position Information

Position Information

Posting Title Administrative Specialist
Job Requisition Number COA077213
Position Number 115136
Job Type Full-Time
Division Name PARD Cemetery Operations
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

The Cemetery Operations is dedicated in providing consecrated ground for the interment, as well as comforting surroundings where the Austin community can visit, gather and respectfully honor the lives of family and friends. Cemetery Operations maintains the city of Austin five (5) municipal cemeteries – Austin Memorial Park, Evergreen, Oakwood, Plummers and Oakwood Annex.

The purpose of the position will act as primary interface with Cemetery Operations and contracted services in utilizing industry standards and best practices, in providing cemetery related customer services in the areas of:
  • Lot sales at need or in installments; collecting information for deed preparation; coordinating burial or interment services; and arranging graveside set-up/take down.
  • Monument installations and re-setting; property tours; responding to customer inquiries; and conducting property research and burial verifications.
  • Follow and assure compliance of all City of Austin and Departmental safety protocols

Resume and Cover Letter are required, but will not be accepted in lieu of a complete online Employment Application.

  • Detailed, complete Employment Application is required to help better evaluate the applicants qualifications – minimum and preferred as noted on the job posting.
  • Detailed, complete Employment Application will be used to determine salary if the applicant is the top candidate that is selected for this position.
  • Verification of employment history dates on resume should match online Employment Application.
  • Employment history dates must include month and year.

Licenses Required:

  • If selected as a finalist, a Texas Class C Driver’s License or have the ability to acquire one by the date of hire will be required.

Physical Requirements:

  • Tasks involve bending, lifting, walking, carrying or using a force equal to lifting up to twenty (20) pounds.
  • Must be physically and mentally able to communicate, respond and work with participants needs and safety issues.

Pay Range

$18.83 – $23.42
Commensurate

Hours

Variable – 40 hrs per week schedule

  • Monday through Friday, 8am-5pm; and Saturday, 10am-2pm
  • May be required to work special events and rentals outside the normal hours for programming needs.
  • Occasional Evenings, Weekends, & Holidays may be required.
Job Close Date
10/19/2017
Type of Posting External
Department Parks & Recreation
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Clerical
Location Austin Memorial Park - 2800 Hancock Drive, Austin 78731
Preferred Qualifications
  • Prefer major course work and/or Degree in Business or related field.
  • Six (6) months’ experience in the cemetery and/or in the funeral home industry, or a related field.
  • Experience working with diverse populations and communities, including public speaking and interacting with individuals of diverse social, cultural, economic and educational backgrounds.
  • Excellent writing/composition skills, organizational skills, problem solving skills, and the ability to multitask is preferred.
  • Six months experience working with Banner Timekeeping and/or a similar timekeeping HRIS system.
  • One year experience in financial transactions and cash handling.
  • Proficiency in Microsoft Office to include Word, Excel and Outlook.
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.


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

  2. 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.

  3. Verifies accuracy and completeness of critical documents such as PIO (Public Information Office) requests, records, correspondence, regulations, etc.

  4. Opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails.

  5. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.

  6. Using independent judgment performs data analysis, problem solving and recommends policy and administrative improvements.

  7. Conducts research, compiles data, and prepares documents for consideration and presentation.

  8. Files and retrieves documents, records and reports.

  9. Attends meetings, records minutes and distributes meeting notes.

  10. 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.

Does this job require a criminal background investigation? This position requires a criminal background investigation
EEO/ADA

City of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * The minimum qualifications for this position are: Graduation 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. Do you meet these minimum qualifications?
    • Yes
    • No
  2. * If selected as a top candidate, do you agree to a criminal background investigation?
    • Yes
    • No
  3. * Please provide a brief description of how you meet the minimum qualifications listed for this position - to include, meeting the educational requirements, years of related experience and substitutions.

    (Open Ended Question)

  4. * As related to this position, describe your administrative experience.

    (Open Ended Question)

  5. * As related to this position, describe your experience in a cemetery, funeral home or related industry.

    (Open Ended Question)

  6. * This job requires extensive interaction with both internal and external stakeholders. Please describe your customer service related experience.

    (Open Ended Question)

  7. * How many years of experience do you have in creating financial documentation; and with sales and cash handling, for a municipality/government office or similar office setting?
    • None
    • Less than One (1) year
    • One (1) to Three (3) years
    • Three (3) to Five (5) years
    • More than Five (5) years
  8. * Describe your experience with Banner Timekeeping and/or a similar timekeeping HRIS system?

    (Open Ended Question)

  9. * Describe your experience in maintaining and researching vital permanent and historical records?

    (Open Ended Question)

  10. * Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, and Outlook?
    • No experience
    • Basic: create/edit simple documents, spreadsheets, & emails
    • Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields
    • Advanced: create/edit complex documents & spreadsheets; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another
  11. * Please select the statement that best describes your bilingual abilities in English and Spanish.
    • * Speak, read and write in Spanish
    • * Can converse in Spanish
    • * Can understand Spanish but have some difficulty speaking it
    • * Do not speak Spanish
    • * Speak another language
    • None of the above
  12. * Do you have a valid Texas Class C driver’s license or the ability to acquire by hire date?
    • Yes
    • No

Optional & Required Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents