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City of Austin - JOB DESCRIPTION

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Assistant City Manager Executive Assistant


FLSA: Standard/Non-Exempt EEO Category: (60) Admin/Supp
Class Code: 10787 Salary Grade: BA0
Approved: October 24, 1997 Last Revised: December 15, 2022


Purpose:
 

Under the Direction of an Assistant City Manager, this position provides high-level administrative support to City Management Executives, communicating with members of City of Austin departments, community leaders, and the public.

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.
  1. Provides administrative support to an executive in the City Manager’s Office.
  2. Answers phones, greet visitors, and serve as point of contact providing assistance to customers.
  3. Serves as point of contact and facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs).
  4. Organizes and maintains files relating to office correspondence, reports, and other pertinent data.
  5. Maintains calendar; schedules meetings, conferences, and events; plans travel itineraries; and makes travel arrangements.
  6. Prepares memos, letters, meeting materials and other documents.
  7. Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
  8. Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
  9. Conducts research, compiles data, and performs data analysis. Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.
Responsibilities - Supervisor and/or Leadership Exercised:
 

May provide leadership, training, and guidance to others.

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 and organization of municipal government, including relationships between departments, divisions, and agencies.
  • Knowledge of applicable processes, techniques, and methods.
  • Knowledge of Federal, State, and Local laws.
  • 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 utilize electronic scheduling system.
  • Ability to gather information from individuals to support the needs of staff.
  • Ability to work with frequent interruptions and changes in priorities.
  • Ability to establish and maintain good working relationships with other City employees and the public.
  • Ability to exercise discretion in confidential matters.
  • Ability to lead and train others.
Minimum Qualifications:
 
  • Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four (4) years of experience in an administrative or executive assistant capacity.
  • Experience may substitute for the education up to the maximum of four (4) years.
Licenses and Certifications Required:
 

None


This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.