Program Coordinator (Austin City Clerk's Office)

City of Austin • Austin, TX

3d • Hybrid

About The Position

The Program Coordinator works under general supervision or independently to coordinate community activities and programs. In the Austin City Clerk’s Office, the position provides executive-level support to the City Clerk, Deputy City Clerk, and Assistant City Clerk, with a focus on Council meetings, boards and commissions, petition processing, and special pilot programs. Duties include preparing draft minutes templates for Council-related agendas, attending Council meetings, assisting with speaker registration and other speaker-related processes, and serving as the main point of contact for Extraterritorial Jurisdiction (ETJ) and disannexation petitions. The position also supports agenda postings, scheduling, payroll and financial tasks, and short- and long-term office projects.

The role coordinates with community organizations and City departments, conducts needs assessments, develops programs and plans, researches funding sources, prepares reports, represents the City before community groups, businesses, or media, and recruits and guides volunteers. It assists with budgets, operating policies and procedures, and ensures compliance with City and regulatory requirements. The position may provide leadership, work assignments, evaluation, training, and guidance to others.

The regular schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday, with hours potentially varying according to business needs. Occasional early mornings, after-hours work, weekends, and special events may be required. Telework opportunities may be available. The position is located at 301 West 2nd Street, Austin, Texas.

Requirements

• Bachelor’s degree from an accredited college or university with major coursework in a field related to the job, plus three years of experience in a related field; experience may substitute for education up to a maximum of four years.
• Knowledge of applicable processes, techniques, and methods.
• Knowledge of City practices, policies, and procedures.
• Skill in handling conflict and uncertain situations.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in conducting presentations on behalf of a public entity.
• Ability to establish and maintain effective communication and working relationships with City employees and the public.
• Ability to work with frequent interruptions and changing priorities.
• Ability to train others.

Nice To Haves

• Knowledge of agenda and meeting-minute preparation, campaign finance reporting, and document management systems.
• Knowledge of the City of Austin City Code, City Charter, state law, City of Austin ordinances and resolutions, and board bylaws.
• Ability to negotiate effectively with customers to resolve complex customer service issues.
• Strong customer service orientation.
• Ability to establish and maintain good working relationships with the public and City employees at all levels.
• Ability to work efficiently under tight deadlines, prioritize tasks, and manage multiple duties while maintaining accuracy and quality.

Responsibilities

• Develop and implement programs, projects, and activities.
• Coordinate with existing organizations to address community economic or social service needs.
• Conduct needs assessments and meet with residents, leaders, and community groups to identify needs and available resources.
• Collaborate with organizations to plan and develop programs and activities or improve coordination of existing services.
• Research funding sources, develop short- and long-range plans, and compile informational reports.
• Represent the City before community groups, businesses, and/or the media.
• Recruit, train, and supervise volunteers.
• Assist with developing and monitoring project and program budgets.
• Assist with developing short- and long-range plans and operating policies and procedures.
• Ensure compliance with City and regulatory agency requirements and policies.
• Provide executive-level support to the City Clerk, Deputy City Clerk, and Assistant City Clerk.
• Prepare draft minutes templates for Council-related agendas and attend Council meetings.
• Assist with speaker registration, calling and screening speakers, speaker assistance, and donation-of-time processes during Council meetings.
• Manage petition intake and workflow, including completing cover sheets, scanning, updating and monitoring petitions, and preparing certification memos.
• Coordinate with Austin Law and Austin Planning to verify correct and legal descriptions for petitions.
• Monitor resource accounts and schedule Board and Commission, Council, and Council Committee meetings.
• Coordinate and compile the annual review of boards and commissions as part of a special pilot project.
• Support boards and commissions, agenda postings, and short- and long-term City Clerk’s Office projects.
• Serve as backup for financial processes, including invoice processing, travel planning, UKG timekeeping as a Department Time Administrator, Mayor and Council petty cash, and assistance with the annual budget.
• May provide leadership, work assignments, evaluation, training, and guidance to others.

Benefits

• Low-cost medical, dental, and vision benefits.
• Paid leave time.
• Competitive retirement plan through the City of Austin Employees’ Retirement System.
• Training opportunities.
• Work-life balance programs.
• Wellness programs, on-site fitness centers, and mental health support.
• Professional development and leadership opportunities.
• Access to public transit and bike-friendly infrastructure.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level