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 related field, plus four (4) years of experience in an administrative or executive assistant capacity.
- Education or Experience may be substituted up to a maximum of four (4) years.
Licenses or Certifications: Notes to Applicants
This position provides executive-level support to the City Manager, handling/tracking key tasks and helping coordinate agendas, organizational calendars, and travel. This position will liaise with internal and external contacts.Ideal candidates will possess the following attributes, skills & abilities: - Ability to work in a fast-paced and dynamic environment with competing priorities
- Demonstrated ability to communicate clearly and concisely in person, by phone, email, while exercising tact, patience and discretion and in a professional demeanor
- Ability to function effectively in a high-volume, team-oriented office
- Ability to cultivate effective working relationships with City leadership, and internal and external customers
When completing the City of Austin employment application: - 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.
- A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers.
- A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position
Assessments:Candidate selected to interview is subject to pre-employment screening assessment(s) to evaluate skill levels and competencies required for this position.
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.
Pay Range
$27.16 - $32.87
Hours
Monday - Friday.
8:00 a.m. - 5:00 p.m.
Hours may vary depending on work demands, business needs and initiatives.
Evening, weekend, & holiday work may be required to meet business needs.
Job Close Date 04/30/2024 Type of Posting External Department Management Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 301 W 2nd St, Austin, TX Preferred Qualifications
- Experience planning, organizing, and managing an executive calendar
- Experience supporting a senior executive or executive team, preferably in the public sector
- Experience and skill in writing, proofing, and editing documents
- Experience coordinating and scheduling travel logistics for executives and staff
- Leadership and/or supervisory experience
- Record keeping and file maintenance experience
- Advanced skill levelin Microsoft Office: including Word, Excel, Outlook, PowerPoint, SharePoint, Teams, and OneNote
- Ability to travel to more than one work location
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 to the City Manager and coordinates administrative support to ensure consistency and an adequate level of support is provided to the City Manager’s Office. Coordinates the logistics of speaking engagements, conference calls and various types of forums for the City Manager. Answers phones, greets visitors, and serves as point of contact providing assistance to customers. Facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs). Organizes and maintains files relating to office correspondence, reports, and other pertinent data. Maintains calendar; schedules meetings, conferences, and events; plans travel itineraries; and makes travel arrangements. Prepares memos, letters, notices, agendas, and other documents. Coordinates contact between the City Manager, Assistant City Managers, City Council Offices, and departments as required. Responds to and assist in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
Responsibilities- Supervision and/or Leadership Exercised:- May supervise, 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 the principles and practices of public administration and municipal government.
- Knowledge of public administrative research methods, techniques, and report presentation.
- Knowledge of municipal operations.
- Knowledge of the principles underlying the laws and regulations of the municipality.
- Knowledge of supervisory and managerial techniques and principles.
- 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 work with frequent interruptions and changes in priorities.
- Ability to analyze a variety of administrative, operational, and fiscal problems and make sound recommendations for solutions.
- Ability to establish and maintain good working relationships with city employees and the public.
Criminal Background Investigation This position has been approved for 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 related field, plus four (4) years of experience in an administrative or executive assistant capacity. Education or Experience may be substituted up to a maximum of four (4) years. Do you meet the minimum qualifications of this position?
* Briefly summarize your current major work duties, who you support, the size and type of organization that you support, and the type of correspondence that you do for senior management or executives.
(Open Ended Question)
* Describe your extensive full-time experience in a professional, administrative support role with a governmental agency or municipality.
(Open Ended Question)
* Describe your experience planning, organizing and managing an executive calendar and list how many years you have of this experience. Include specific tools you use to manage an executive's calendar.
(Open Ended Question)
* Please describe your experience providing leadership, work assignments and/or guidance to others
(Open Ended Question)
* This position requires a criminal background check. 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 CBI to be hired.
- I acknowledge and understand this position requires a Criminal Background Check
* Do you have the ability to travel to multiple sites as part of the regular job duties?
Optional & Required Documents
Required Documents Cover Letter Resume Optional Documents
