Overview

Department Executive Assistant Jobs in Austin, TX at City of Austin

Title: Department Executive Assistant

Company: City of Austin

Location: Austin, TX

Position Information

Posting Title

Department Executive Assistant

Job Requisition Number

COA086960

Position Number

111475

Job Type

Full-Time

Division Name

Economic Development Admin

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

CITY
OF
AUSTIN

EMPLOYEES

ONLY

JOB

PREVIEW
:

The City of Austin’s Economic Development Department supports and recruits businesses to Austin through the work in all divisions. Our mission is to promote a competitive, sustainable and equitable economy for all. Divisions:

Cultural Arts Programs that integrate arts and artists into economic development.
Global Business Expansion Increases jobs and investment in Austin with programs that support business expansion and attraction.
Heritage Tourism Programs aimed to attract tourists by preserving historic buildings, sites, and districts.
Music & Entertainment Programs that support Austin’s venues, commercial music businesses, and musicians.
Redevelopment Facilitates innovative partnerships and projects to re-invigorate Austin neighborhoods and commercial districts.
Small Business Provides help to small business owners and people who want to start a small business.

The Department Executive Assistant will provide a high-level of administrative support, such as research, clerical and/or technical, and other support tasks as assigned, to the Department Director, Deputy Director, and Assistant Director. Coordinate all correspondence for City Council Meetings; Manage Economic Development Department Director’s calendar; Liaison between divisions on a day-to-day basis.

When completing the City of Austin employment application:

The City of Austin employment application is an official document. Please be sure that your application is a reflection of your entire work history.

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. Describe your specific experience for each position. Include all job duties, responsibilities, and employment dates.
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.

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

$25.25 – $29.94 per hour

Hours

Monday – Friday; 8:00 a.m. – 5:00 p.m.
(flexibility may be an option)
Periodic evening and weekend meetings required.

Job Close Date

10/04/2022

Type of Posting

External

Department

Economic Development

Regular/Temporary

Regular

Grant Funded or Pooled Position

Not Applicable

Category

Professional

Location

5202 E. Ben White Blvd, suite 300, Austin, TX 78741

Preferred Qualifications

Preferred Experience:

Experience acting in a liaison capacity for the executive with Austinites, staff and other executives.
Experience with RCAs, PIRs, CIURs, CAFs or similar departmental requirements.
Professional experience planning and managing multiple executive calendars.
Advanced in the use of MS Outlook, Word, Excel, and experience using various databases.
Ability to multi-task and work in a challenging, fast paced environment while meeting deadlines.
Effective oral and written communication skills.
Prefer experience with office equipment maintenance.
Experience coordinating and scheduling travel logistics for executives and 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.

Monitors City and departmental issues and projects.

Handles information requests, forwarding to correct division for responses.

Reads incoming letters; memos; submissions; and reports determining their significance to the Director’s office.

Prepares correspondence, working with other staff within the department to provide input, gathers data, analyzes information and makes recommendations to the Department Director.

Acts as liaison between departments and divisions on day to day issues.

Coordinates events and other activities or projects and works with internal and external customers.

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.

Attends committee, board or others meetings as needed.

Responsibilities – Supervision and/or Leadership Exercised:

This position does not supervise, but serves as the primary lead, working with other departmental staff to manage the flow of information to and from the Department Director’s office and may be asked to train other administrative personnel.

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 practice, policy and procedures.
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

City of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

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.

Upload your CV/resume or any other relevant file. Max. file size: 80 MB.