Minimum Qualifications
Education and/or Equivalent Experience: - Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity.
- Experience may substitute for education up to the maximum of four (4) years.
Licenses and Certifications Required: Notes to Applicants
The District 2 Council Office seeks experienced applicants for the position of Council Executive Secretary who are excited to join a small, hard-working team to support excellent constituent services that are effective, consistent, and build confidence and trust in local government. The ideal candidate has a passion and ability to quickly respond to constituent inquiries; coordinate with City departmental staff on constituent casework, and serve as the first point of contact for anyone who calls or stops by the District 2 office. The constituent liaison also manages Councilwoman Fuentes’ schedule, coordinates meetings and events, compiles public information requests, and manages record keeping.
The following items are required to complete the application process: - Resume
- Cover Letter
- Writing Sample
Job responsibilities will include: - Respond to constituent phone calls, emails, online messages, mail, and concerns
- Act as liaison between Council office, city departments and constituents
- Facilitate the handling of time-sensitive requests such as proclamations, fee waivers, and other confidential documents, including Public Information Requests
- Assess constituent calls for problems requiring policy action and makes recommendations to the Chief of Staff and Policy Team
- Monitor or prepare responses to management or Council requests for information
- Coordinate the logistics of speaking engagements, stakeholder meetings and other types of community meetings for the District 2 Office
- Manage appointments, meeting requests, calendars and other day-to-day issues requiring facilitating the flow of information among various groups
- Train and supervise interns to handle office matters such as logging incoming and outgoing correspondence, handling visitors, telephone calls, and computer operations
- Coordinate nominations to city boards and commissions
- Additional office and outreach duties as needed
Ideal candidates will demonstrate: - Spanish language fluency, written and verbal
- Creative and critical thinking
- Strong communication and writing skills
- Ability and desire to help people solve problems
- Attention to detail paired with political good sense
- Eagerness to learn quickly and be a self-starter
- Passion for politics, public policy, and good governance
- Teamwork and collaboration
- Consistent follow-through and ability to multi-task with frequent interruptions
- Patience and good judgment; strong customer services skills
- Familiarity with the City of Austin, local government, and City Council District 2
Pay Range
$27.00 - $32.00/hr
Hours
Monday - Friday.
8:00 a.m. - 5:00 p.m.
Hours will vary depending on operational needs. Some evenings/weekends may be required.
Job Close Date 05/06/2024 Type of Posting External Department Mayor and Council Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W 2nd Street, Austin, TX Preferred Qualifications
Preferred Experience: - Experience multi-tasking in a fast-paced and deadline driven environment
- Skill in oral and written communication
- Experience maintaining calendars, coordinating staff events and meetings
- Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook
- Bilingual in Spanish/English
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. Answers multi-line telephone, directs calls to appropriate person or takes messages. Greets visitors, and serves as point of contact in providing assistance to citizens Organizes and maintains files related to office correspondence, reports and other pertinent data. Coordinates the logistics of speaking engagements, conference calls and various types of forums for City Council Members. Manages calendars, schedules appointments and plans travel itineraries. Coordinates agenda issues with members of the City Manager’s staff. Sorts, distributes, and prioritizes mail, answers routine correspondence. Prepares memos, letters and other documents such as notices or agenda for meetings. Facilitates the handling of time sensitive requests such as CAFs (Citizen Action Forms) and other confidential documents.
Responsibilities - Supervisor and/or Leadership Exercised: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 the principles and practices of public administration and municipal government.
- Knowledge of public administrative research methods, techniques, and report presentation.
- Knowledge of the principles underlying the laws and regulations of the municipality.
- Skill in oral and written communication.
- Skill in handling multiple tasks and prioritizing.
- Skill in using computers and related software.
- Skill in data analysis and problem solving.
- Skill in planning, organizing, and coordinating the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives.
- Ability to exercise discretion in confidential matters.
- Ability to work with frequent interruptions and changes in priorities.
- Ability to analyze a variety of administrative or operational problems and make sound recommendations for solutions.
- Ability to establish and maintain good working relationships with other city employees and the public
Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA
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 with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Do you meet these minimum qualifications?
* Describe your bilingual, English/Spanish fluency level.
- Speak, read, and write in both languages fluently
- Speak English and Spanish fluently
- Speak English and some Spanish
- Fluent in English only
- None of the above
* Describe your experience using Outlook (or similar) to manage, schedule, and maintain calendars for management.
(Open Ended Question)
* Did you attach a writing sample (as directed in Notes to Applicant) as "other document”?
Optional & Required Documents
Required Documents Cover Letter Resume Other Document Optional Documents
