Administrative Senior (Capital Delivery Services Dept)

Job Description:

Administrative Senior (Capital Delivery Services Dept)

Description

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.
  

Preferred Qualifications:

• Experience effectively multi-tasking, organizing and prioritizing tasks and schedules in a fast-paced, high- volume environment.
  
• Experience ordering, receiving, and inventorying office supplies, verifying invoices against deliveries, and resolving discrepancies.
  
• Experience monitoring, tracking, and managing interdepartmental documents, including creating, maintaining, and archiving records.
  
• Strong proficiency with Microsoft Office Suite including Word, Excel, PowerPoint and Outlook with strong experience managing calendars.
  
• Demonstrated ability to prepare professional memos, letters, correspondence, and other business documents.
  
• Ability to travel to multiple sites as part of the regular job duties.
  

Notes to Candidate:

Position Overview:

The Administrative Senior role is essential to the success of Austin Capital Delivery Services, providing high-level administrative support that keeps our divisions operating smoothly and efficiently. This position serves as a central point of coordination-streamlining processes, supporting internal workflows and helping ensure seamless execution across team projects. Key areas of impact include calendar and meeting coordination, maintaining organized digital filing and document systems, facilitating purchasing and supply tracking, monitoring asset usage for fleet vehicles, coordinating events and travel, assisting with invoicing workflows, and contributing to budget monitoring efforts. This role is well-suited for someone who thrives on organization, enjoys improving operational efficiency, and is energized by supporting teams in a fast-paced environment.

Salary Range: $22.48 - $25.24

Location: 505 Barton Springs Rd, Austin, TX 78704

General Work Schedule: Monday - Friday 8:00 AM - 5:00 PM; Alternative schedule and/or flexible hours available based on business needs; Up to 60% teleworking available.

Who We Are:

Austin Capital Delivery Services Department (CDS ) builds public projects to support the community. We do this by directly managing the City of Austin’s Capital Program with over 600 active projects, representing an investment of over $10 Billion. At CDS, we aim to create an environment that values diversity and adaptability and encourages staff at all levels to think creatively, experiment with new ideas, and contribute to a culture of continuous improvement.

Click here to visit our Facebook page to learn more about the Austin Capital Delivery Services Department.

Why Join Us?

Meaningful Work
Contribute to projects that improve the lives of the people in our community. Your work directly enables our department to deliver tangible construction projects throughout the city that will resonate for generations to come. Seeing results through a constructed project provides a sense of accomplishment and pride in your work.

Innovation and Collaboration
Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and embrace our One City - One Team - One Approach model of delivering capital projects.

Professional Growth and Development
Achieve your professional goals. CDS offers opportunities to advance in multiple career paths, including engineering, architecture, construction management, project planning and management, finance, business administration, process improvement, and data analytics. Education assistance is available through our tuition reimbursement program, and financial support for continuing education, licenses, and certifications is also available.

Work-Life Balance
Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences. Our employees also enjoy the ability to work up to 60% remotely, depending upon position and business needs.

Health and Wellness

The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. Click here to review the City of Austin's Employee Benefits Guide.

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

Application Details:

A detailed, complete 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 that is relevant to this position.

• This position may allow for a resume or cover letter to be included but relevant entries on your employment application will primarily be considered for interview qualification and compensation purposes.
  
• If you are selected as the top candidate for a position, we may be contacting your current and former employer listed on the application for reference checks as a part of the pre-employment verification process.
  
• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required.
  

Additional Details:

• This position may require a skills assessment.
  
• The Austin Capital Delivery Services Department may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested.
  
• 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 submissions, 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.
  
• This position will require a pre-employment Criminal Background Investigation (CBI).
  

Travel:

The Austin Capital Delivery Services Department is comprised of multiple facilities located throughout Austin. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Record Evaluation 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.

Hybrid Work Environment:

The City of Austin Telework Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement. The City of Austin has an established work arrangement under which an employee is scheduled to work at least 2 days per week at their designated worksite. Some positions may require additional time at their designated worksite.

90 Day Provision for Additional Vacancy:

If the same or an additional vacancy occurs within the Austin Capital Delivery Services Department in the same job title within 90 days after the start date of the top candidate, the additional position may be offered to another top candidate from the same candidate pool. This may include filling other vacancies with the same job title in other division/work locations within the Austin Capital Delivery Services Department. Decisions on assigned selection may be made at the time of hire based on the business needs of the department.

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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 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.

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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.

Closing Date/Time: 2026-07-20