Department Executive Assistant (Austin Economic Development)

Job description

About This Position Job Description: Department Executive Assistant - Austin Economic Development Purpose: This position provides a high-level of administrative support such as research, clerical and/or technical, and other support tasks as assigned to the Department Director. 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 - Supervisor 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. Minimum Qualifications: 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 and Certifications Required: None. Preferred Qualifications: Experience with, or willing to learn process for Council Items Update Report (CUIR), Recommendation for Council Action (RCA), Public Information Requests (PIR), Citizen Assistance Form (CAF), or similar municipal governmental protocols. Ability to multitask and work in a challenging, fast-paced environment while meeting deadlines. Professional experience planning and managing multiple executive calendars. Advanced knowledge and skills in MS Outlook; Word, Excel and PowerPoint. Maintain high-level of confidentiality. Experience coordinating and scheduling travel logistics for executives and staff. Notes to Candidate: Position Overview: The Department Executive Assistant will provide a high-level of administrative support, such as research, clerical and/ or technical, and other support tasks as assign, to the Department Director, Deputy Director, and Assistant Director. The position will coordinate all correspondence for City Council meetings, manage Austin Economic Development Executive Leadership Team's calendars, and serve as a liaison between divisions on a daily basis. Salary Range: $27.06 - $32.34 per hour Hours: Monday – Friday; 8:00 a.m. to 5:00 p.m. Telework opportunities may be available after an initial training period. Hours may vary and are subject to change based on department needs. Staff eligible to telework must be in the office for at least 50% of their scheduled work week. Location: 5202 E Ben White Blvd, Austin, Texas, 78741 This has been designated as an Essential Employee position. In the event of a City-designated emergency, Essential Employees provide services that impact the public health, safety, utility services, and welfare of members of the Austin community and other employees and ensure the continuity of essential operations. In such an emergency, Essential Employees may be called back in, may be required to modify their schedule, may be assigned to a City-designated work site, or may be retained on site to assist with operations and recovery. Application Details: A detailed, complete COA employment application is required. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position. Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. A résumé is required but does not replace a fully completed City of Austin employment application. Resumés will not be accepted in lieu of the online application. It is the applicant’s responsibility to ensure that all relevant and detailed work experience is clearly documented in the application to demonstrate qualifications for the position. When completing the City of Austin employment application, the work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number. Incomplete applications will not be considered. Everyone who applies as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview. Use of AI is strictly prohibited to respond to the application and during the interview process. Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time. Additional Details: Austin Economic Development may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested. If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required. This position will require a pre-employment Criminal Background Investigation (CBI). If you are selected as the top candidate for a position, we may contact your current and former employer. If you are identified as a top military candidate or a veteran, you must provide a copy of your DD-214. Benefits: The City of Austin offers its employees a wide range 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. 90 Day Provision for Additional Vacancy: When the same or an additional vacancy occurs within a department in the same job title within 90 days after the start date of the top candidate, the hiring department may offer the additional position to another candidate from the same candidate pool. . JOIN THE CITY OF AUSTIN TEAM At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation : Work in an environment where employees are valued, and innovation thrives. Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security : Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth : Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country. . EEO Statement for City of Austin: 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. 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.