Administrative Coordinator

City of Austin; Austin (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Austin’s Labor Relations Office seeks an Administrative Coordinator to provide high-level support to department executives and coordinate administrative operations.

Under supervision, you will manage calendars, prepare documents, and liaise with City Council offices while handling confidential information and complex meetings.

Qualifications

• Bachelor’s degree in Public Administration or related field and four years of administrative or professional experience.
• Experience may substitute education up to four years.
• Strong communication and data handling skills required.

Responsibilities

• Monitors projects, timelines, and progress.
• Responds to information requests and routes to correct division.
• Coordinates events and communications with internal and external customers.
• Ensures adherence to quality standards and deadlines.
• Serves as liaison with City Council offices and executives; attends meetings as needed.
• Prepares correspondence, contract files, and data analyses for executives.
• Reviews reports and determines significance for the director’s office.
• Conducts research and compiles data for reports and presentations.
• Responds to sensitive inquiries from internal and external sources.

Skills

Oral and written communication

Multi-tasking

Data analysis

Planning and organizing

Confidentiality handling

Relationship building

Education

Bachelor’s degree in Public Administration or related field

Tools

Microsoft Office

Adobe Acrobat Pro

Job description

Administrative Coordinator

locations

Labor Relations Office

time type

Full time

job requisition id

JR105318

About This Position

The City of Austin’s Labor Relations Office plays a critical role in maintaining strong, and collaborative labor relationships across Austin’s public safety departments with the EMS, Police, and Fire Unions. The office negotiates labor agreements, monitors contract compliance, supports departments in interpreting contract requirements, advises City leadership on emerging issues, and provides an Alternative Dispute Resolution (Ombuds) process for Municipal Civil Service employees.

Job Description

Administrative Coordinator

Purpose

Under general supervision, this position provides high-level support to Department Executives and is responsible for coordination of departmental activities, operations, and personnel in clerical and administrative support functions.

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 projects performance and timelines.
• Handles day-to-day issues and information requests; forwards to correct division for responses.
• Coordinates events, other activities, or projects and works with internal and external customers.
• Coordinates and ensures adherence to quality standards, deadlines, and proper procedures of work performed by office, administrative, or customer service employees.
• Acts as liaison between department and City Council offices, City executives, and City department, and attends committee meetings, board meetings, or other meetings as necessary.
• Prepares correspondence, negotiation, and contract files; works with other staff within the department to provide input, gather data, analyze information, and make recommendations to department executives.
• Reads incoming letters, memos, submission, and reports to determine their significance to the director's office.
• 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. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data, and provides written and/or oral reports.
• Responds to and resolves sensitive inquiries and complaints and issues from both internal and external sources.

Responsibilities - Supervisor and/or Leadership Exercised

• Provide leadership, work assignments, evaluation, and guidance to others.

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 practices, policies, and procedures.
• Knowledge of financial and HR processes, techniques, and methods.
• 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.

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.

Preferred Qualifications

• Experience supporting negotiation or dispute resolution processes involving multiple stakeholders.
• Proven ability and strong skills in managing complex meetings and schedule logistics, including confidential and virtual sessions. This includes organizing high-visibility public meetings subject to the Texas Open Meetings Act, room reservations, calendars, invites, technology requirements, management of virtual platforms during active negotiations and coordination of other requirements for lengthy meetings.
• Proven ability to organize and track large volumes of sensitive documents and negotiation materials, including version control for negotiation work documents
• Experience conducting focused research and summarizing findings for executive decision-making.
• High level of discretion and proactive problem-solving in fast-paced, deadline-driven environments, including ability to exercise professional judgment, anticipate needs, identify emerging issues and address coordination challenges proactively.
• Advanced proficiency with Microsoft Office, Adobe Acrobat Pro tools for organizing documents, maintaining notebooks and virtual meeting platforms.
• Exceptional communication and triage abilities with skill in prioritizing inquiries and directing information across all levels of staff.
• Ability to travel to multiple work locations.