Council Executive Secretary

City of AustinAustin Texas3M ago

Position Information

Position InformationPosting TitleCouncil Executive SecretaryJob Requisition NumberCOA079805Position Number113359Job TypeFull-TimeDivision NameMayor And CouncilMinimum QualificationsEducation and/or Equivalent Experience:

  • Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity.
  • Experience may substitute for education up to the maximum of four (4) years.

Notes to ApplicantsThe Council Executive Secretary position in the District 2 Office of Delia Garza will assist the Council Member and District 2 team with timely response, organizing and maintaining records, and all other aspects of citizen communication for District 2 residents, stakeholder groups and the public. 

Duties may also include proactive engagement of District 2 residents, through assistance with organizing public forums, council cabinet meetings and other activities in the District.

Required skills include the ability to work collaboratively with a diverse team, ability to work with all members of the public in a fast paced environment, organizational proficiency, ability to demonstrate a high degree of discretion, and experience with social media.

The following items are required to complete the application process:

  • Resume
  • Cover Letter

Pay RangeCommensurate

HoursHours will vary depending on operational needs. Some evenings and weekends will be required.

Job Close Date 

  • 04/12/2019Type of PostingExternalDepartmentMayor & CouncilRegular/TemporaryRegularGrant Funded or Pooled PositionNot ApplicableCategoryClericalLocation301 W 2nd Street, Austin, TXPreferred QualificationsGeneral knowledge of local, state and federal government
  • Excellent communication and interpersonal skills
  • Ability to take initiative
  • Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook
  • Experience with social media
  • Spanish/English bilingual (or other language)

Duties, Functions and ResponsibilitiesEssential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

  1. Answers multi-line telephone, directs calls to appropriate person or takes messages.
  2. Greets visitors, and serves as point of contact in providing assistance to citizens
  3. Organizes and maintains files related to office correspondence, reports and other pertinent data.
  4. Coordinates the logistics of speaking engagements, conference calls and various types of forums for City Council Members.
  5. Manages calendars, schedules appointments and plans travel itineraries.
  6. Coordinates agenda issues with members of the City Manager's staff.
  7. Sorts, distributes, and prioritizes mail, answers routine correspondence.
  8. Prepares memos, letters and other documents such as notices or agenda for meetings.
  9. Facilitates the handling of time sensitive requests such as CAFs (Citizen Action Forms) and other confidential documents.

Knowledge, Skills and AbilitiesMust 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 principles and practices of public administration and municipal government.
  • Knowledge of public administrative research methods, techniques, and report presentation.
  • Knowledge of the principles underlying the laws and regulations of the municipality.
  • Skill in oral and written communication.
  • Skill in handling multiple tasks and prioritizing.
  • Skill in using computers and related software.
  • Skill in data analysis and problem solving.
  • Skill in planning, organizing, and coordinating the efforts of several City departments and/or functions with other governmental or private agencies to accomplish program goals or objectives.
  • Ability to exercise discretion in confidential matters.
  • Ability to work with frequent interruptions and changes in priorities.
  • Ability to analyze a variety of administrative or operational problems and make sound recommendations for solutions.
  • Ability to establish and maintain good working relationships with other city employees and the public

Criminal Background InvestigationThis position does not require a Criminal Background InvestigationEEO/ADACity of Austin is committed to compliance with the American 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 TTY (512) 974-2445.

Information For City Employees: If you are an employee withinthe 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 (*).

  1. * This position requires graduation from an accredited four (4) year college or university with major coursework in Business Administration, Public Administration or in a field related to the job, plus three (3) years of experience in an administrative or executive secretary capacity. Experience may substitute for education up to the maximum of four (4) years. Do you meet the minimum qualifications for this position?
  • Yes
  • No
  1. * Please describe your education and experience as it relates to this position.
  2. (Open Ended Question)
  3. * Describe your experience managing multiple social media accounts for an organization.
  4. (Open Ended Question)
  5. * Describe your experience using Microsoft Office Suite.
  6. (Open Ended Question)
  7. Please list languages other than English that you speak and list your fluency for each language.
  8. (Open Ended Question)

Optional & Required Documents

Required Documents

  1. Cover Letter
  2. Resume

Optional Documents