Administrative Coordinator

Minimum Qualifications
Education and/or Equivalent Experience:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Public Administration or in a field related to the job, plus four (4) years of administrative or professional experience.
• Experience may substitute for education up to a maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants
The Administrative Coordinator will provide high-level operational support to the City Manager’s Office by organizing activities, monitoring projects, & improving processes as directed by the City Manager’s executive team and in coordination with the City Council.

The Administrative Coordinator:

• Assists in planning, executing, monitoring and closing projects related to City Council initiatives and all other assigned areas, to include developing, documenting, and implementing processes for Council Office transitions, and for centralizing committee agendas
• Establishes project schedules, updates and maintains project status reports. Communicate project/process status
• Handles day-to-day issues and information requests, responding to and resolving sensitive inquiries and complaints
• Acts as liaison between CMO and the City Council Offices
• Coordinates tasks, ensures adherence to quality standards/procedures, recommends implementation of new or revised procedures, and/or process changes/improvements.
• Facilitates and documents meetings, action items, and processes
• Coordinates events, including hospitality and materials for Council Meetings and other activities, working with internal and external customers
• Conducts research, compiles data, prepares reports, memos and other documents

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

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED , undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.
• And are in the military or a veteran, you will need to provide a copy of your DD-214 prior to confirming a start date.

Benefits:

• Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more information.

Pay Range
$29.23 - $36.54 per hour
Hours
Monday - Friday
8:00 a.m. - 5:00 p.m.
*hours may vary depending upon business needs
Job Close Date 03/20/2025 Type of Posting External Department Management Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W 2nd St, Austin, TX 78701 Preferred Qualifications
Preferred Experience:

• Experience developing effective relationships with managers, supervisors and other partners to identify and resolves sensitive issues and conflicts
• Proven project management experience
• Advanced skill levelin Microsoft Office: including Word, Excel, Outlook, PowerPoint, Teams, SharePoint, and OneNote, as well as Acrobat Pro
• Experience in a municipal setting
• Event coordination/hospitality experience

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.

Monitors projects performance and timelines. Handles day-to-day issues and information requests; forwards to correct division for responses. Coordinates events, other activities, or projects and works with internal and external customers. Coordinates and ensures adherence to quality standards, deadlines, and proper procedures of work performed by office, administrative, or customer service employees. Acts as liaison between department and City Council offices, City executives, and City department, and attends committee meetings, board meetings, or other meetings as necessary. Prepares correspondence, negotiation, and contract files; works with other staff within the department to provide input, gather data, analyze information, and make recommendations to department executives. Reads incoming letters, memos, submission, and reports to determine their significance to the director’s office. Reviews reports submitted by staff members to recommend approval or to suggest changes. Conducts research, compiles data, and prepares papers for consideration and presentation by executives or committees. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data, and provides written and/or oral reports. Responds to and resolves sensitive inquiries and complaints and issues from both internal and external sources.

Responsibilities - Supervisor and/or Leadership Exercised:

• Provide leadership, work assignments, evaluation, 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 functions of the departmental organization to include relationships between departments, divisions, and agencies.
• Knowledge of the various departments and key contacts required to meet the needs of the director.
• Knowledge of the principles associated with the role of meeting the necessary standards of customer service.
• Knowledge of City practices, policies, and procedures.
• Knowledge of financial and HR processes, techniques, and methods.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to exercise discretion in confidential matters.
• Ability to work with frequent interruptions and changes in priorities.
• 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
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 (*).
* The minimum qualifications for the Administrative Coordinator position are: Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Public Administration or in a field related to the job, plus four (4) years of administrative or professional experience. Experience may substitute for education up to a maximum of four (4) years. Do you meet these minimum qualifications?

• 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 CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation.

* Share an example of how you have effectively built a relationship with a manager, supervisor or business partner to identify and resolve a conflict.
(Open Ended Question)
* Please describe your Project Management experience.
(Open Ended Question)
* Describe your experience with office management, including responsibilities such as purchasing and meeting/event coordination.
(Open Ended Question)
* Please describe your experience in Microsoft Office - Outlook, Word, Excel, PowerPoint, TEAMs, SharePoint, OneNote, Adobe Pro, and cloud-type platforms.
(Open Ended Question)
* Do you have experience working for a government or municipality?

• Yes
• No

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents

• 

• City of Austin

Show more