SOAR Administrative Specialist

Job Description:

SOAR Administrative Specialist

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• 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

This position will provide administrative support to the Sex Offender Apprehension and Registration ( SOAR ) Unit which is comprised of sworn and civilian employees. The SOAR Unit is responsible for registering and monitoring the compliance of persons within the city limits, who have been declared sex offenders and have a duty to register.

The duties of this position include, but are not limited to the following:
Monitors e-mails, voicemails, TEAMS and is readily available to answer phone calls; assists customers with questions and/or requests pertaining to policies, procedures, local ordinances and state laws dealing with the Sex Offender Apprehension and Registration ( SOAR ) process. Designated backup for scheduling/or rescheduling sex offender registration appointments and monitoring the SOAR appointment calendar; ensures appointments are carefully scheduled, logged and maintained with the latest detective and officer availability information. Enters supplements for phone calls and creates flag records for sex offender appointments in the Versadex system. Distributes registration file folders prior to appointments and refiles them in their proper location after the appointments; collects and organizes sexual registration paperwork and/or electronic records prior to appointments but will not conduct registrations of convicted sex offenders. Records’ Liaison for the SOAR Unit; prepares case jackets for destruction or retention, as well as maintains and audits the active/destruction inventory spreadsheet, ensuring the unit’s paper and electronic records follow the guidelines established by the Office of the City Clerk, APD , and State Law, as well as the SOAR Unit’s Chain of Command. Enters change of status information for sex offenders into the TDPS -Sex Offender database; assists other law enforcement agencies, probation, and parole departments with e-mail requests. Runs reports for new registrants that have committed a violation against minors and Offender Student/Worker at an Educational Institution; sends the report to schools and persons on the SOAR Unit’s school distribution list, weekly. Ensures that the SOAR monthly TCIC / NCIC records’ validation spreadsheets is submitted by the deadline; includes any newly added sex offenders, deceased offenders, end of registration date report and out of compliance report. Receives paperwork from Travis County dealing with arrested and released sex offenders that register with APD ; logs the information as a Versadex flag note. In the event of non-compliance a notification will be sent to the offenders’ assigned person in the SOAR Unit. Assists vendors with deliveries; sorts, prioritizes, and distributes incoming interoffice mail, postal deliveries or packages. Monitors, inventories and orders office supplies for the unit, as well as unit specific specialty items. Troubleshoots and reports equipment breakdowns; creates building maintenance tickets for the appropriate representative or vendor. Performs data entry tasks and other general clerical responsibilities, as needed in the unit. Provides bilingual support for the unit. Attends meetings and completes training(s) to fulfill the department’s and administrative group’s yearly requirements. Provides assistance to other units in the Austin Police Department, as well as other administrative groups, when needed. Which can include covering time off for others, assisting with backlog projects, and additional tasks or duties, as assigned.

Top candidates will be required to take an assessment on Microsoft Office.

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.

If you are selected for an interview:

• Please bring the contact information for at least four (4) references.
• If you are identified as a top candidate, verification of your education (which may include your official college transcript, high school diploma or GED ) may be required. You must provide proof of education from an accredited organization/institution.

When completing the City of Austin employment application:

• All relevant employment (work/volunteer) must be included in the online application to be considered for this position. A detailed, complete employment application is required. In addition, the resume information must match the information on the application.
• Please be sure to provide job title and employment dates for all jobs. Please include contact information for previous employers.
• The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). Incomplete applications will not be considered. Please include contact information from previous employers.
• Starting salary will be based on overall relevant experience and education.
• A resume is required but will not substitute for a complete COA application. Please be sure the positions and employment dates listed on your resume match you application.

To view the City of Austin Recruitment Video, please click here!

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.

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.

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.

To learn more about working with the City of Austin, click here to watch a short video!
Pay Range
$24.08 - $27.93 per hour
Hours
Monday - Friday;
8:00 a.m. to 5:00 p.m.
Job Close Date 03/20/2025 Type of Posting External Department Police Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location APD Headquarters, 715 E. 8th St. Austin, Tx. 78701 Preferred Qualifications
Preferred Experience:

• Ability to provide bilingual assistance to Spanish speaking customers verbally and in writing.
• Results oriented; demonstrates the ability to prioritize and organize workload effectively, ensuring deadlines are met consistently.
• Displays exceptional attention to detail and a strong sense of urgency, while upholding high work standards.
• Quickly learns new information and applies problem-solving skills, making effective decisions swiftly and confidently.
• Demonstrates exceptional customer service; effectively communicates with tact, a high level of integrity, maturity, professionalism and displays respect for others, including external and internal customers.
• Always maintains a high degree of confidentiality due to sensitive information within the department.
• Experience using the full Microsoft Office Suite including Excel, Word, Outlook, and Teams, as well as Adobe Pro.
• Ability to work a flexible schedule, when needed to better manage the business needs of the unit.
• Must work well with others and be a strong team player; ability to clearly, openly, effectively, and regularly communicate with the administrative supervisor and the sergeant of the unit.

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.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The 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.

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 (*).
* This position requires 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 the minimum qualifications for this position?

• Yes
• No

* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful Criminal Justice Information System (CJIS) to be hired.

• I acknowledge and understand this position requires a Criminal Justice Information System (CJIS-Criminal Background Investigation).

* Please describe your experience maintaining confidential files, and or experience which required you to maintain confidentiality.
(Open Ended Question)
* Please describe any experience you have working in a law enforcement setting. If you do not have this experience please list N/A.
(Open Ended Question)
* Please describe your experience working in customer service.
(Open Ended Question)
* Please describe your experience working in an administrative support role.
(Open Ended Question)
* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

Optional & Required Documents

Required Documents Resume Optional Documents Cover Letter