Department Executive Assistant

Job Description:

Department Executive Assistant

Description

Minimum Qualifications
Education and/or Equivalent Experience:

• 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

Licenses or Certifications:
None.
Notes to Applicants
THE DEPARTMENT MAY CLOSE THIS JOB POSTING AT ANY TIME AFTER 7 DAYS .

Position Overview:
Provide high-level administrative support, such as research, clerical and/or technical, and other support tasks as assigned, to the Chief Financial Officer plus 3 other executives. Duties include:

• Assist the CFO on day-to-day items and initiatives.
• Assist the DCFOs and Budget Officer as needed.
• Manage and maintain appointments, meeting calendar, and other day-to-day issues required, facilitating the flow of information among the Department, City Manager’s Office, and City Departments.
• Coordinate efforts and/or communications with Council offices as needed.
• Prepare, edit, and summarize memos and correspondence.
• Prepare sensitive correspondence, work with other administrative staff within the department to provide input, gather data, analyze information and make recommendations to the Executive team regarding administrative business.
• Collaborate with FSD executive team to create agendas for Core and Leadership Team meetings. Develop presentation materials for executive staff as needed.
• Assist with special projects as assigned.
• Follow-up on issues and close out.
• Greet visitors and respond to inquiries by providing information to customers.
• Handle information requests, prepare correspondence, read and analyze incoming memos, submissions and reports determining their significance to the Financial Services Department.
• Work with other administrative staff to provide input, gather data and make recommendations to the Executive Team regarding administrative business issues.
• Research information as requested and/or needed.
• Maintain confidentiality regarding all aspects of the job, the department, and your peers. Attend training offered by the Department, relevant to job duties, and seek professional development opportunities elsewhere.
• Order and organize meals for staff during meetings and budget season, including evenings and weekends when needed.
• Keep Executives and Managers informed of key issues and concerns.

Who We Are:
Our department provides a variety of financial services and programs. The Financial Services Department ( FSD ) serves residents, vendors, and City departments.

Our mission is to serve as a trusted steward of public resources with integrity and accountability to ensure a fiscally sound city.

Our staff supports a wide variety of financial processes, including preparing the annual budget and annual fiscal report, procurement processes, franchise agreements, real estate transactions, and overseeing the City’s investment portfolio and debt management.

As an internal support function within the larger City organization, FSD is proud to serve and act as a leader in financial management to its partner departments.

Click here to read more about us online!

Why Join Us?

Meaningful Work
Contribute to projects that improve the lives of the people in our community.

Innovation and Collaboration
Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress in a variety of financial programs.

Professional Growth and Development
Achieve your professional goals. FSD offers opportunities to advance in multiple career paths, as well as a wide variety of learning opportunities.
Work-Life Balance
Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences.

Hybrid Work Environment The City of Austin Flexible Work Arrangement Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement. Staff may be eligible to telework up to 50% within a two (2) week period. Work schedules are implemented to meet department requirements and are subject to change based on business needs.

Health and Wellness The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally well. For employees that are covered, this includes low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more.

Click here to review the City of Austin’s Employee Benefits Guide .

Click here to watch a short City of Austin Employment Video .

Application Details:

• A detailed, complete COA employment application is required. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position.
• Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.
• A cover letter is 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.
• A résumé is also required, but will not substitute for a complete COA employment application. When completing the City of Austin employment application, the Work experience listed must include a month, year, and a verifiable Supervisor or Human Resources phone number. Incomplete applications will not be considered.
• Each individual who submits an Application as provided in the Municipal Civil Service Rules and meets the Minimum Qualifications for a Competitive Position shall be considered a Candidate for that Position. Employees, in Good Standing, who are candidates within the Department or division that the Position resides in and who meet the Minimum and Preferred Qualifications (if any) of the Position will be included in the initial interview.

Additional Details:

• The Financial Services Department may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested.
• This position may require a skills assessment.
• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required.
• This position will require a pre-employment Criminal Background Investigation ( CBI ).
• If you are selected as the top candidate for a position, we may contact your current and former employer, as well as the references listed in your application. Please be sure you have listed at least 3 previous supervisors in the application with correct contact information.
• If you are identified as a top military candidate or a veteran, you must provide a copy of your DD-214.

Travel:
If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you 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.

90 Day Provision for Additional Vacancy:
When the same or an additional vacancy occurs within a department in the same job title within 90 days after the start date of the top candidate, the hiring department may offer the additional position to another candidate from the same candidate pool.
Pay Range
$25.74 - $30.50

Hours
Monday - Friday
8:00 a.m. to 5:00 p.m.
Some weekends may be required (rare)

Telework opportunities may be available after an initial training period. Work schedules are implemented to meet the requirements of the department and are subject to change based on business needs.

Staff eligible to telework must be in the office for at least 50% of their schedule within a two-week period.
Job Close Date 10/14/2024 Type of Posting External Department Financial Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 301 W. 2nd Street, (3rd Floor) Austin, Texas 78701 Preferred Qualifications
Preferred Experience:

• Two (2) or more years of demonstrated administrative experience supporting Executives, Senior Directors or Directors, preferably in a government or a municipality setting.
• Two (2) or more years of experience of administrative tasks supporting a CEO and/or Director, including managing an active Executive calendar of appointments, meetings and teleconferences; completing complex reports; composing and preparing correspondence; developing PowerPoint presentations from notes; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
• Intermediate to Advanced Proficiency in Microsoft Office Suite, to include Word, Excel, Power Point and Outlook.
• Demonstrated experience working with sensitive and confidential information.
• Ability to work evenings and weekends on occasion as needed in support of team(s) working late or over the weekend.

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. Monitors City and departmental issues and projects.
2. Handles information requests, forwarding to correct division for responses.
3. Reads incoming letters; memos; submissions; and reports determining their significance to the Director’s office.
4. Prepares correspondence, working with other staff within the department to provide input, gathers data, analyzes information and makes recommendations to the Department Director
5. Acts as liaison between departments and divisions on day to day issues.
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.
9. 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 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 with city employees and the public

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 (*).
* The minimum qualifications for the Department Executive Assistant position require 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 the required education up to a maximum of four (4) years. Do you meet the minimum qualifications for this position?

• Yes
• No

* Describe your experience working in a high-level administrative and/or executive assistant position that supported Executives, Senior Directors or Directors - give examples of the administrative processes that you have followed in managing an executive calendar of appointments, meetings and teleconferences; completing complex reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
(Open Ended Question)
* How many years of administrative experience do you have supporting Executives, Senior Directors or Directors?

• None
• Less than One (1) year
• One (1) to Two (2) years
• Two (2) to Three (3) years
• Three (3) to Four (4) years
• Four (4) to Five (5) years
• More than Five (5) years

* Which of the following best describes your proficiency with Microsoft Office Suite, specifically with Word, Excel, PowerPoint and Outlook?

• No experience
• Basic: create/edit simple documents, spreadsheets, emails, & simple presentations
• Intermediate: create/edit a variety of documents & spreadsheets; reformat document features such as color, font style and size of text, change page size/width, & filter/sort data fields create a variety of presentations, & reformat individual slides
• Advanced: create/edit complex documents, spreadsheets, presentations; integrate features such as tables, charts, mathematic formulas, hyperlinks, graphics; data/mail merge, import data from one document to another create/edit complex, professional-quality

* Please describe your experience working with highly sensitive and confidential information? Please write N/A if you do not have any experience in this area.
(Open Ended Question)
* Do you have the ability to work evenings and weekends on occasion as needed in support of team(s) working late or over the weekend?

• Yes
• No

* This position requires a Criminal Background Investigation (CBI). If identified as a top candidate, do you agree to a Criminal Background Investigation?

• Yes
• No

* Do you have the ability to travel to more than one work location?

• Yes
• No

Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents