Department Executive Assistant Austin Human Resources

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By joining us you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Job Description:

Department Executive Assistant

Purpose:

This position providesa high-level of administrative support such as research clerical and/or technical and other support tasks as assigned to the Department Director.

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.

• Monitors City and departmental issues and projects.

• Handles information requests forwarding to correct division for responses.

• Reads incoming letters; memos; submissions; and reports determining their significance to the Directors office.

• Prepares correspondence working with other staff within the department to provide input gathers data analyzes information and makes recommendations to the Department Director.

• Acts as liaison between departments and divisions on day to day issues.

• Coordinates events and other activities or projects and works with internal and external customers.

• 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.

• Attends committee board or other meetings as needed.

Responsibilities - Supervisor and/or Leadership Exercised:

This position does not supervise but serves as the primary lead working with other departmental staff to manage the flow of information to and from the Department Directors office and may be asked to train other administrative personnel.

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 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 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 exercise discretion in confidential matters.

• Ability to work with frequent interruptions and changes in priorities.

• Ability to establish and maintain good working relationships withCity employees and the public.

Minimum Qualifications:

• Graduation with a Bachelors 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.

Preferred Qualifications:

• Experience supporting senior or executive level managers

• Strong calendar management skills to maintain Outlook calendars for multiple executives

• Excellent oral and written communication skills including proofreading for clarity spelling and grammar

• Experience tracking data creating and managing databases

• Excellent multi-tasking skills and ability to manage/prioritize competing demands in a fast-paced environment

• Experience handling confidential and sensitive matters and information

Notes to Candidate:

The Department Executive Assistant will provide high-level administrative support to the Director of Human Resources and the Executive Team. This role requires exceptional organizational communication and interpersonal skills as well as the ability to handle sensitive and confidential information with discretion.

Key responsibilities include:

• This position is responsible for managing complex calendars coordinating meetings and communications and ensuring the efficient flow of information within the department and with external stakeholders. The successful candidate will demonstrate initiative professionalism and a commitment to excellence in public service in an environment that is fast paced and deadline driven oftentimes with changing priorities.

• Providing professional administrative support to the Director and Executive Team including managing complex calendars managing the flow of Director and Executive Team communication within the Department and externally with the City Managers Office other City departments and with key stakeholders outside of the organization and ensuring that the Director is prepared and staffed as needed for meetings and events.

• Reviewing communications such as letters memorandums or reports requiring the Director and/or City Managers Office signatures.

• Handling information requests forwarding to correct departmental division for response on behalf of the Director.

• Ability to utilize systems to analyze data and prepare reports for use by the Director and Executive Team.

Salary Range: $26.03 - $31.04 (mid-point)

Office Location:

One Texas Center

505 Barton Spring Road Ste. 600

Austin TX 78704

Days and Hours:

Monday Friday.
8:00 a.m. 5:00 p.m.
Hours may vary due to operational needs. This position is fully in-office. While occasional telework may be approved on an as-needed basis its not part of a regular schedule.

Driving Requirement:

If you are selected for this position and meet the Driver Safety Standards in the City of AustinDriver Safety Programyou may drive when necessary to multiple locations as part of your regular job duties. Otherwise you are responsible for getting to and from these locations.

When completing the City of Austin employment application:A detailed and complete City of Austin application is required to help us better evaluate your qualifications. For each position describe your specific experience as it relates to the minimum and preferred qualifications. Be thorough and list all relevant experience including supervisory and/or leadership roles. This information will be used to select candidates for interviews and the starting salary will be based on overall relevant experience.

• While you may include a resume or cover letter the information on your employment application will be the primary basis for interview qualification and compensation decisions.

• Please detail all previous employment you wish to be considered as part of your qualifications including job titles and employment dates.

• A cover letter and/or resume will NOT replace a complete employment application. Do not use phrases like see resume or refer to other documents to complete your application. Ensure the Duties and Responsibilities sections are fully completed as incomplete applications will not be considered.

• A resume is required to be considered for this position. Please ensure you upload your resume as part of your application.

Use of AI is strictly prohibited to respond to the application and during the interview process

If you are selected to interview:

• If you are identified 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 or institution as well as proof of your professional licenses or certifications.

• If you 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. Please clickHEREfor more information.

Additional Information:

Assessment(s) may be administered as part of this recruitment.

Background Check:

A criminal background check may be required depending on the responsibilities of the position.

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.

Please note that the Department may close the job posting at any time after seven (7) days.

ADA

The 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 or Texas Relay by dialing 7-1-1.

EEO

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 addition the City will not discriminate in employment decisions on the basis of an individualsAIDSAIDSRelated Complex orHIVstatus; nor will the City discriminate against individuals who are perceived to be at risk ofHIVinfection or who associate with individuals who are believed to be at risk.

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 addition the City will not discriminate in employment decisions on the basis of an individuals 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 or Texas Relay by dialing 7-1-1.