Assistant City Manager Executive Assistant

Job Description:

Assistant City Manager Executive Assistant

Description

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 a related field, plus four (4) years of experience in an administrative or executive assistant capacity.
• Experience may substitute for the education up to the maximum of four (4) years.

Licenses and Certifications Required:

• None.

Notes to Applicants
This position provides high-level administrative support to executive leadership in the City Manager’s Office.

Ideal candidates will possess the following attributes, skills & abilities:

• Detail oriented and organized, with excellent writing, proofing and editing skills
• 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 develop relationships with other City of Austin departments/offices

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.

Required Application Materials:

• Resume
• Cover Letter

Assessment:

A skills assessment will be required for this position.
Pay Range
$25.40 - $30.10

Hours
8:00 a.m. - 5:00 p.m.
Monday - Friday.
Hours/days may vary due to operational needs
Job Close Date 10/10/2024 Type of Posting External Department Management Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W 2nd Street, Austin, TX 78704 Preferred Qualifications
The following qualifications are preferred:

• Experience working with department/divisions to resolves sensitive issues and conflicts.
• Advanced experience working with Microsoft Office Suite, especially, Word, Outlook, OneNote, and Teams, to include experience maintaining executive calendars & reserving meeting spaces in Outlook.
• Record keeping and file maintenance experience.
• Experience working with diverse populations and communities, including interacting with individuals of diverse social, cultural, economic and educational backgrounds.

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 an executive in the City Manager’s Office. Answers phones, greet visitors, and serve as point of contact providing assistance to customers. Serves as point of contact and 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, meeting materials, and other documents. Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues. Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources. Conducts research, compiles data, and performs data analysis. Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.

Responsibilities - Supervision and/or Leadership Exercised:

• May provide leadership, 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 functions and organization of municipal government, including relationships between departments, divisions, and agencies.
• Knowledge of applicable processes, techniques, and methods.
• Knowledge of Federal, State, and Local laws.
• 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 utilize electronic scheduling system.
• Ability to gather information from individuals to support the needs of staff.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to exercise discretion in confidential matters.
• Ability to lead and train others.

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 a related field, plus four (4) years of experience in an administrative or executive assistant capacity. Experience may substitute for the education up the maximum of four (4) years. Do you meet the minimum qualifications for this position?

• Yes
• No

* Please detail your experience in each of the following Microsoft Office applications - Outlook, Word, Excel, Teams, SharePoint, and OneNote.
(Open Ended Question)
* Please describe your work experience in Records Management.
(Open Ended Question)
* Briefly describe your experience working with diverse communities.
(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 Criminal Background Investigation (CBI) to be hired.

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

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents