Administrative Coordinator (City Manager's Office, Agenda Office)

City of Austin • Austin, TX

8d • $30 - $37 • Onsite

About The Position

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 – anchors in delivering 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. The Administrative Coordinator will provide high-level operational support to the City Manager’s Office by organizing activities, monitoring projects, & improving processes as directed by the City Manager’s executive team and in coordination with the City Council. This position will own the Council Committee process, including liaising with Council offices, Department staff and City Management Executives to create multiple Committee agendas and coordinate backup documents and follow-up actions for each. Under general supervision, this position provides high-level support to Department Executives and is responsible for coordination of departmental activities, operations, and personnel in clerical and administrative support functions.

Requirements

• 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 practices, policies, and procedures.
• Knowledge of financial and HR processes, techniques, and methods.
• 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.
• 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.

Nice To Haves

• Experience preparing agendas and meeting minutes and using document management systems and agenda management systems
• Ability to coordinate with multiple stakeholders and high-level executives comfortably
• Strong organizational and time management skills; ability to manage multiple priorities with competing deadlines and work independently
• Experience interpreting and applying City Code and the Texas Open Meetings Act

Responsibilities

• Monitors projects performance and timelines.
• Handles day-to-day issues and information requests, forwards to correct division for responses.
• Coordinates events, other activities, or projects and works with internal and external customers.
• Coordinates and ensures adherence to quality standards, deadlines, and proper procedures of work performed by office, administrative, or customer service employees.
• Acts as liaison between department and City Council offices, City executives, and City department, and attends committee meetings, board meetings, or other meetings as necessary.
• Prepares correspondence, negotiation, and contract files; works with other staff within the department to provide input, gather data, analyze information, and make recommendations to department executives.
• Reads incoming letters, memos, submission, and reports to determine their significance to the director's office.
• 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.
• Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data, and provides written and/or oral reports.
• Responds to and resolves sensitive inquiries and complaints and issues from both internal and external sources.
• Provide leadership, work assignments, evaluation, and guidance to others.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees