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

About This Position

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.

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.

May provide leadership, training, and guidance to others.

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.

• 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.

• 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.

None.

• 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

• 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

A Financial Responsibility Background Investigation will be required.

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

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

• 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.

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• 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.

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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.