Assistant City Manager Executive Assistant (City Manager's Office)

High-Level Administrative Support To Executive Leadership

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

Job Description:

Purpose:

Under the direction of an Assistant City Manager, this position provides high-level administrative support to City Management Executives, communicating with members of City of Austin departments, community leaders, and the public.

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 - Supervisor 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.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• Experience working with department/divisions to resolve sensitive issues and conflicts.
• Advanced experience working with Adobe Acrobat, 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.
• Experience supporting two or more executives simultaneously.

Notes to Candidate:

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 rsum 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

Background Investigation:

A Financial Responsibility Background Investigation will be required.

Location and Hours:

City Hall 301 W 2nd Street, Austin, TX 78704 8:00 a.m. 5:00 p.m. in office Monday Friday Hours/days may vary due to operational needs

Assessment:

An assessment(s) may be administered as a part of the recruiting process.

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.

Compensation:

$27.06 - $32.34/hour

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.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

The office may close this posting at any time after seven days.

Join The City of Austin Team

At the City of Austin, we are more than just an employerwe 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