Administrative Coordinator (City Manager's Office))

Job Description:

Administrative Coordinator (City Manager's Office))

Description

JOIN THE CITY OF AUSTIN TEAM

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. Our guiding principles-Empathy, Ethics, Excellence, Engagement, and Equity - anchor our approach in delivering services that significantly impact the lives of Austin residents. 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.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Diverse and Inclusive Workplace: Work in an environment where every voice is 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 designed to foster collaboration and inspiration.
  

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.

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.

Job Description:

Purpose:

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.

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 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.
  

Responsibilities - Supervisor and/or Leadership Exercised:

Provide leadership, work assignments, evaluation, and guidance to others.

Knowledge, Skills, and Abilities:

• 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.
  

Minimum Qualifications:

• 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.
  

Preferred Qualifications:

• 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
  
• Familiarity with City Code and The Texas Open Meetings Act
  
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, Teams, SharePoint and OneDrive)
  

Notes to Candidate:

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.

When completing the City of Austin employment application:

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.

Location and Hours:

City Hall

8:00 AM - 5:00 PM

Telework opportunities will be limited but available

If you are selected 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/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.
  

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 click Here .

Assessment:

Assessments may be a part of the interview process.

Compensation:

$29.89 - $37.37/hour

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.

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.

Closing Date/Time: 2025-10-24