Program Coordinator (Austin City Clerk's Office)

City of Austin • Austin, TX

4d • $52,550 - $61,870 • 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 role 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. It supports the Clerk’s Office mission of preserving and providing public access to Council-approved documents, promoting compliance with records-retention laws, and facilitating the legislative process.

The position prepares draft minutes templates for Council-related agendas, supports speaker registration and other meeting processes, and serves as the main point of contact for Extraterritorial Jurisdiction and disannexation petitions. It also assists with board and commission matters, agenda postings, resource-account monitoring, meeting scheduling, payroll and financial tasks, and short- and long-term projects. The role serves as backup for financial processes, including invoices, travel planning, UKG timekeeping, petty cash, and the annual budget. It ensures compliance with City and regulatory requirements and assists with policy and procedure development.

The regular schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday. Hours may vary based on business needs; occasional early mornings, after-hours work, weekends, and special events may be required. Telework opportunities may be available. The work location is 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 changes in priorities.
• Ability to train others.
• Ability to work occasional early mornings, after hours, weekends, and special events as business needs require.
• A detailed, complete employment application, résumé, and cover letter are required; an assessment may be administered during the interview process.

Nice To Haves

• Knowledge of agenda and meeting-minute preparation, campaign finance reporting, and document management systems.
• Knowledge of 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 and 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 organizations to address community economic or social-service needs.
• Conduct needs assessments and meet with residents, leaders, and community groups to identify needs and 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 development and monitoring of project and program budgets.
• Assist with developing and implementing operating policies and procedures.
• Ensure compliance with City and other regulatory-agency requirements and policies.
• Prepare draft minutes templates for Council-related agendas and assist with speaker registration and meeting support.
• Manage petition intake and workflow, including cover sheets, scanning, updates, monitoring, and certification memos; coordinate with Austin Law and Austin Planning to verify legal descriptions.
• Monitor resource accounts and schedule Board and Commission, Council, and Council Committee meetings.
• Coordinate and compile the annual review of boards and commissions.
• Call and screen speakers and assist with speaker needs and donation-of-time processes during meetings.
• Work on short- and long-term projects and special pilot programs in the Austin City Clerk’s Office.
• Provide backup for financial duties, including invoice processing, travel planning, UKG timekeeping as a Department Time Administrator, petty cash, and annual budget assistance.
• 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 and mental health support.
• On-site fitness centers.
• 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