Phone (Office): 512-476-7502  |  Email:

Administrative Specialist (Department Executive Assistant)

City of Austin
Job Description
Posting Title Administrative Specialist (Department Executive Assistant)
Job Requisition Number COA077938
Position Number 108928
Job Type Full-Time
Division Name Administration - Support
Minimum Qualifications

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:


Notes to Applicants

This position with provide administrativer support on highly technical and/or specialized projects. May provide leadership, work assignments, evaluation, training and guidance to others as requested. 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.
This position will act as a Liaison with the Airport Advisory Commission (AAC) which requires attending nightly meetings once a month, taking minutes, preparing mailouts, and keeping records for annual report.
Facilitates the handling of time sensitive request such as PIR’s (Public Information Requests), CAF’s (Citizen Action Forms), RCA’s (Request for Council Action) as well as other confidential documents.
Verifies accuracy and completeness of critical documents prepared for Executive Staff including requests, records, correspondence, regulations, etc.
Opens, sorts, reads, prioritizes and routes incoming mail, including faxes, and emails. Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
Attends meetings, records minutes and distributes meeting notes.
Maintains calendar, schedules meetings conference and events, plans travel itineraries and makes travel arrangements.
This position with learn back-up duties to the Administrative Supervisor.
This position will be the Records Coordinator for Administration.
This position will assist with Banner entry and audits when required.

Driving on City business: This position must travel between various locations as part of the regular job duties and individual may be required to drive own personal vehicle or City vehicle. Successful candidate must be in possession of a Texas driver’s license as authorized by the Texas Transportation Code. A driving record verification will be conducted. Applicants for positions for which City driving is an essential function must meet the standards of the program: age 18 or older, current applicable driver’s license, proof of insurability, and no more than six (6) points assessed on Driver Record Evaluation (DRE) based on Department of Public Safety (DPS) Driver Record Report. This position falls under the COA safe driver program requirements. Go to the Driver Safety Program for more information:

A detailed and complete employment application is required to help us better evaluate your qualifications and will be used to determine salary if you are selected for this position. Please list your complete employment history (to include all job duties responsibilities and employment dates) on your online application. The application is an official document; incomplete applications will not be considered (e.g., “see resume” or “see Linked In Profile”). Resumes will not be used to qualify for the position and will not be used to recommend salary. Supplemental information or changes to your application will not be accepted after the job posting closes. The responses to the supplemental questions inquiring about experience should be reflected on your application.

Veteran candidates will be required to provide a copy of their DD214 at the time of interview.

Shift may change according to departmental needs. Work hours may include after hours, holidays, and weekend work

Top candidate will be subject to a minimum 10 year criminal history background check and security threat assessment

This position will require a computer skills assessment MS Word, MS Outlook, MS Excel (2010) and Office Filing.

Please note that the Department may close the job posting at any time after 7 days.

Employees, in Good Standing, who are candidates within the department/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. Department/division employee must remain in Good Standing through the Top Candidate Selection phase at which time the Good Standing status will be re-verified.

Must have the ability to read, write, and fluently speak English.

Overtime may be required with or without notice.

Utilize eyes for long periods of time while operating computer, & other office equipment
Reasonable dexterity of hands and fingers to operate and/or manipulate computer keyboard, & other office equipment
Ability to verbally and effectively communicate utilizing face-to-face contact and telephones
Walk moderate distances
Sit for long periods of time to perform various computer / administrative tasks
Lift and/or carry documents/boxes weighing up to 40 lbs.
Reach and bend arms to perform duties such as filing.
Reach and stretch arms above shoulders.
Bend upper body to pick-up items or to reach down
Twist neck / head side to side, up and down
Possess the physical and mental capacity to safely operate motor vehicle during daytime and / or night time when necessary.

Pay Range

$20.32 – $25.79/hr.


Core hours: Monday – Friday; 8 am – 5:00 pm

Work hours may occasionally include after hours, holidays and weekend work.

Must work evenings one day a month to take Airport Advisory Commission minutes.
Overtime may be required with or without notice.

Job Close Date  03/26/2018
Type of Posting External
Department Aviation
Regular/Temporary Regular
Grant Funded or Pooled Position Not Applicable
Category Professional
Location 3600 Presidential Blvd., Suite 411, Austin, TX 78719
Preferred Qualifications

Experience City’s Banner Payroll System.
Experience with Legistar System.
Experience in writing policies and procedures. 
Experience with taking minutes and following up on action items.
Valid Texas Drivers License

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

Does this job require a criminal background investigation? This position requires a criminal background investigation

City 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 within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

To apply click here

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * The minimum qualications for this position are graduation from an accredited four (4) year 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. Education may be substituted year for year, up to a maximum of four (4) years of related experience. Do you meet these qualifications?
    • Yes
    • No
  2. * Please describe any experience with taking minutes at executive meetings and following up on action items from that meeting.

    (Open Ended Question)

  3. * Do you have experience in timekeeping or payroll with the City of Austin?
    • Yes
    • No
  4. * Do you have a valid Texas Class C driver’s license or the ability to acquire by hire date?
    • Yes
    • No
  5. * Which of the following best describes your proficiency with MS Word?
    • None
    • Basic: create/edit basic documents, effectively use bullets and numbering functions, modify margins
    • Intermediate/Advanced: create/edit documents, experienced with formatting, layout, developing forms, using tracked changes and comments
  6. * Indicate your highest skill level in Microsoft Excel.
    • Beginner: skill level includes data entry, basic formatting (page setup, column width, etc.), creating spreadsheets, etc.
    • Intermediate: skill level includes basic calculations, use of functions, complex formatting (cell manipulation, etc.), charts/graphs (static), etc.
    • Advanced: skill level includes pivot tables, V Lookups, formula creation, use of functions for formula creation, etc.
    • Expert: skill level includes macros creation, complex formula creation/manipulation, charts/graphs (dynamic), create database queries, etc.
    • None of the above
  7. * Which of the following best describes your proficiency with Microsoft Outlook?
    • Basic: able to send/receive emails and schedule calendar items
    • Intermediate: able to reply/forward email, use mail options to mark messages as confidential/high priority, set up read receipts, send meeting notices, set up task lists
    • Advanced: able to view calendar conflicts for multiple users, manage email/calendar for other users, set up rules & alerts, resend/recall emails, assign/track completion status of tasks
    • I do not have experience with Microsoft Outlook, but have experience with a similar office productivity software such as Lotus Notes or Novell GroupWise
    • I do not have experience with Microsoft Outlook
  8. * This position requires you to work at least one evening per month (possibly more) to work the Airport Advisory Committee meeting. Are you available to work evenings as requested?
    • Yes
    • No
  9. * Do you have experience writing policies and procedures or standard operating procedures (SOPs)?
    • Yes
    • No
  10. * Describe your expierence with the Legistar System, if you do not have this experience, put N/A.

    (Open Ended Question)

  11. * The Transportation Security Administration (TSA-division of the USA Dept. of Homeland Security) requires all employees of the Austin-Bergstrom International Airport to pass a minimum 10-year criminal background investigation and security threat assessment. Do you agree to a minimum 10-year criminal background investigation and security threat assessment?
    • Yes
    • No
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