City of Austin - JOB DESCRIPTION

Department Administrative Coordinator-OCA

Under general supervision, this position provides high-level administrative support to the department director and is responsible for coordinating the department’s daily activities, operations, and personnel in clerical and administrative support functions.  

1. Monitors projects performance and timelines.
2. 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.
3. Handles day-to-day issues and information requests, and forwards to correct division for responses.
4. Reads incoming letters, memos, submission, and reports determining their significance to the director's office.
5. Prepares correspondence, working with other staff within the department to provide input, gathers data, analyzes information, and makes recommendations to the department director.
6. Coordinates events and other activities or projects, and works with internal and external customers.
7. Reviews reports submitted by staff members to recommend approval or to suggest changes.
8. 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.
9. Coordinates and ensures adherence to quality standards, deadlines, and proper procedures of work performed by office, administrative, or customer service employees.
10. 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.

• 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.