Administrative Coordinator

City of Austin; Peoria (IL); Hybrid; USD 4,333,000 - 5,415,000; Full time

Job summary

City of Austin seeks an Administrative Coordinator to support labor relations across public safety departments, coordinating complex meetings, handling negotiation documents, and conducting research to aid executive decisions.

The role involves liaison work with City leadership, frequent prioritization, and ensuring adherence to deadlines, with a mix of in-office and remote work options. Strong discretion and Microsoft Office proficiency are essential.

Qualifications

• Bachelor's degree in Public Administration or related field plus four years of administrative or professional experience (education may substitute for experience).
• Experience supporting negotiation or dispute-resolution processes is preferred.
• Strong organizational and project-management skills with attention to detail and discretion.

Responsibilities

• Coordinate complex meeting logistics for negotiations and committee meetings.
• Manage and organize negotiation and compliance documents with version control.
• Conduct data research to support executive decision-making and reporting.
• Serve as a triage point for communications between executives, departments, and external stakeholders.
• Prepare correspondence, negotiation files, and contract documentation for leadership review.

Skills

Meeting logistics

Document organization

Data analysis

Communication

Education

Bachelor's degree in Public Administration or related field

Tools

Microsoft Office

Adobe Acrobat Pro

Video conferencing tools

Job description

Job Description:

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. The Labor Relations Office is seeking an Administrative Coordinator to help ensure that negotiations, agreement compliance activities, and departmental support operations run smoothly and efficiently. In this position, you will coordinate complex meeting logistics, manage and organize negotiation and compliance documents, conduct research to support executive decision-making, and serve as a central triage point for communications flowing through the office. This position will be forward facing with the City Manager’s Office, Mayor and Council Members’ offices, Public Safety Chiefs and Executive Teams, Directors and Public Safety Union Leadership. If you are a detail-oriented professional who excels at organizing high priority workflows, supporting executives, and keeping fast-moving operations on track, we encourage you to apply and contribute to the City’s mission of maintaining strong, transparent, and effective labor relations across Austin’s public safety departments.

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:

• 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.

Notes to Candidate:

The City of Austin’s Labor Relations Office plays a critical role in supporting Public Safety Labor Negotiations and ensuring compliance with Public Safety Labor Agreements. The office also manages department training related to these agreements and oversees the City’s Ombud’s Municipal Civil Service alternative dispute resolution process. The Labor Relations Office is seeking a highly organized and proactive Administrative Coordinator to support these efforts. In this position, you will:

• Manage and coordinate meeting room schedules, both in-person and virtual, ensuring smooth transitions and minimal disruptions during negotiations and formal meetings.
• Organize, track, and maintain all work papers, documentation, and materials exchanged throughout negotiation processes.
• Conduct data research and develop insights that support strategic decision-making, requiring strong analytical skills and subject matter awareness.
• Work closely with executive leaders to ensure priorities stay on track, including monitoring deadlines, securing signatures, and coordinating critical next steps.
• Take ownership of timelines and deliverables, acting as right-hand support during active negotiations and helping maintain structure and efficiency.

This is an exciting opportunity to contribute to the City’s labor relations efforts and support high-level negotiations that shape public safety operations.

Salary Range: $31.45 - $39.31

Office Location: City of Austin Permitting and Development Center 6310 Wilhelmina Delco Drive Austin, TX 78752

Days and Hours: Monday – Friday. 8:00 a.m. – 5:00 p.m. Hours may vary due to operational needs. An alternative schedule and remote work/teleworking options are available, but the position requires a minimum of 40% per week in the office, as standard, after the initial probationary period.

Driving Requirement: 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.

Benefits: Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more.

Additional Information: Assessment(s) may be administered as part of this recruitment.

Background Check: A criminal background check may be required, depending on the responsibilities of the position.

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 [phone] or Texas Relay by dialing 7-1-1.

EEO: 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.

EEO: 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.

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation: Work in an environment where employees are valued, and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security: Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth: Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation: Work in an environment where employees are valued, and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security: Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth: Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

City of Austin Employment Video