Department Executive Assistant Jobs

Minimum Qualifications

Education and/or Equivalent Experience:

• Experience may substitute for education up to a maximum of four (4) years.
• 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.

Licenses Or Certifications

• None.

Notes to Applicants

To view the City of Austin Recruitment Video, please click here!

To view Fleet Mobility Services Recruiting Information, please click here!

The Fleet Mobility Services Executive Assistant will be self-driven, creative and will posses a passion for public service and a commitment to doing the hard work that is necessary to improve our city services provide high-level administrative support, such as research, clerical support, customer service, and other assigned technical administrative activities, to the Department Director. The position will serve as the administrative point of contact for the executive office, handling multiple priorities, tracking task completion, and helping coordinate agendas, organizational calendars, and related activities. Proof-read correspondence and assess the quality and substance of memorandums. Position will liaise with internal and external contacts to include other City departments and have the ability to communicate clearly and concisely in person, by phone, email, while exercising tact, patience, and discretion and in a professional demeanor and have the ability to develop relationships with other City of Austin departments/offices.

A skills assessment may be required as part of the recruitment process.

No resumes or cover letters are being accepted for this recruitment.

A detailed and complete job application is REQUIRED and helps us better evaluate your qualifications. In completing your job application, please be sure to provide a COMPLETE employment history regarding all relevant work experience that you would like us to consider. Please be thorough in completing the employment application and list all experience and education that is relevant to this position. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.

This information will also be used to determine salary in the event that you are selected for this position. You will not be given the opportunity to provide additional work experience once you complete and submit your job application. Furthermore, if selected as the top candidate, you will not be permitted to present additional work experience for salary calculation purposes.

When completing Supplemental Questions, please note your answers to the supplemental questions must be supported by the information contained in your application.

Working with the City of Austin provides a number of benefits including medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

Pay Range

Commensurate

Hours

Monday-Friday, 8:00 a.m.-5:00 p.m.

This position may offer the ability to work remotely. Ability to work remotely is not a guarantee, and may be adjusted in the future depending on the work group needs.

Note that work location and schedule are subject to change based on business needs.

Job Close Date 07/14/2023

Type of Posting External

Department Fleet Mobility Services

Regular/Temporary Regular

Grant Funded or Pooled Position Not Applicable

Category Professional

Location 6800 Burleson Rd., Austin, TX 78744

Preferred Qualifications

Preferred Experience:

• Ability to travel to more than one work location
• Demonstrated ability acting as a liaison to internal and external stakeholders; that represent various professional affiliations; the business community; and other public; private, and nonprofit entities; to promote the City and respond to the interests of these groups;
• Experience handling complex administrative projects and using automated systems to enter payroll data;
• Experience providing executive-level administrative support including planning, organizing and managing executive calendar as well as supporting overall department divisions.
• Experience working with department/divisions to resolve sensitive issues and conflicts with discretion and maintaining confidentiality;
• Experience creating reports, presentations, meeting binders, and/or internal communications and memorandums; including experience with social media, monitoring/reporting/responding to department website activity, PIO , and graphics related to creating newsletters, videos, posters, etc.;
• High proficiency with Microsoft Outlook, Word, Excel and Power Point; and detail-oriented and organized with excellent writing, proofing and editing skills;

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 Director's 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 others meetings as needed.

Responsibilities- Supervision 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 Director's 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 various departments and key contacts required to meet the needs of the Director.
• Skill in oral and written communication.
• Ability to exercise discretion in confidential matters.
• Knowledge of the functions of the departmental organization to include relationships between departments, divisions and agencies.
• Ability to establish and maintain good working relationships with city employees and the public.
• Skill in planning and organizing.
• Knowledge of city practice, policy and procedures.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Knowledge of the principles associated with the role of meeting the necessary standards of customer service.
• Skill in handling multiple tasks and prioritizing.
• Ability to work with frequent interruptions and changes in priorities.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation.

EEO/ADA

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.

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.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*). * This position requires a criminal background check. By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired. * Do you have the ability to travel to multiple sites as part of the regular job duties? * Describe your experience with Microsoft Suite applications, specifically Word, Excel, Outlook, PowerPoint, SharePoint, and Microsoft Teams. Include your direct experience for each application and the version.

• I acknowledge and understand this position requires a Criminal Background Check.
• Yes
• This position requires 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. Do you meet the minimum qualifications as described?
• Yes
• No
• No

(Open Ended Question)

• Describe your extensive full-time experience in a professional, administrative support role for an executive.

(Open Ended Question)

Optional & Required Documents

Required Documents Optional Documents