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Department Executive Assistant

City of Austin
Austin, TX
Department Executive Assistant Location Austin, TX (Barton Hills area) : Position Information Posting Title Department Executive Assistant Job Requisition Number COA090397 Position Number 101141 Job Type Full-Time Division Name Administration 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 Executive Assistant will provide high-level administrative support, such as research, clerical and/or technical, and other support tasks as assigned to the Department Deputy Director and other executives within the department. The ideal candidate will have the following abilities:
  • Advanced in the use of MS Outlook, Word, Excel, and experience using various databases.
  • Ability to work in a challenging, fast paced environment while meeting deadlines.
  • Outstanding communication, interpersonal and organizational skills.
View a Video about the Austin Transportation and Public Works Department by clicking here: Working for the City of Austin provides a number health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. For more information on City of Austin Benefits click here! Applicant: READ THIS STATEMENT Regarding your Application: 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. Assessment: This position may require a skills assessment. Close Job Posting: Department may close the job posting at any time after 7 days. 90 Day Provision for Additional Vacancy: This posting may be used to fill other vacancies in other sections within the Division. Decisions on assigned section will be made at the time of hire based on business needs. PLEASE NOTE : Austin Transportation and Public Works positions are not at 100% remote operation. Video Conferencing Software Technology: Austin Transportation and Public Works Department uses the communication platform, Microsoft Teams, to conduct virtual interviews. Pay Range $25.40 - $30.10 per hour Hours Monday through Friday, 8:00 a.m. - 5:00 p.m. Hours may vary depending on work demands and business needs. Job Close Date 11/22/2025 Type of Posting External Department Transportation & Public Works Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Clerical Location 901 S. MoPac Expressway, Austin, TX, 78746 Preferred Qualifications Preferred Experience:
  • Extensive full-time experience in a professional, administrative support role.
  • Experience acting in a liaison capacity for an executive with citizens, staff and other executives.
  • Professional experience planning and managing multiple executive calendars.
  • Experience working in an organization with general direction on tasks but under minimal supervision.
  • Experience coordinating and scheduling travel logistics for executives and staff.
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 - Supervisor 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 The 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.
Posted 2025-11-07

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