Program Coordinator (Austin City Clerk's Office)

About this role

About This Position  

  Job Description: Purpose: Under general supervision or working independently, this position is responsible for coordination of a variety of community activities and programs.

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.

• Develops and implements a variety of programs, projects and activities.

• Coordinates with existing organizations to address community economic or social service needs.

• Conducts needs assessments and meets with community residents, leaders, and community groups to identify needs and available resources.

• Collaborates with other organizations to plan and develop programs and activities or improve coordination of existing services.

• Researches funding sources, develops short- and long-range plans, and compiles informational reports.

• Serve as City representative before community groups, businesses, and/or the media.

• Recruits, trains, and supervises volunteers.

• Assists in the development and monitoring of project and/or program budgets.

• Assists in the development of short- and long-range plans.

• Assists in the development and implementation of operating policies and procedures.

• Ensures compliance with City and other regulatory agency requirements and policies.

Responsibilities - Supervisor and/or Leadership Exercised: May provide leadership, work assignments, evaluation, training, 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 applicable processes, techniques, and methods.

• Knowledge of City practice, policy, and procedures.

• Skill in handling conflict and uncertain situations.

• Skill in handling multiple tasks and prioritizing.

• Skill in using computers and related software applications.

• Skill in data analysis and problem solving.

• Skill in conducting presentations on behalf of a public entity. 

• Ability to establish and maintain effective communication and working relationships with City employees and the public.

• Ability to work with frequent interruptions and changes in priorities.

• Ability to train others. 

Minimum Qualifications: • Graduation with a Bachelor’s degree from an accredited college or university with major course work in a field related to the job, plus three (3) years of experience in a field related to the job.

• Experience may substitute for education up to a maximum of four (4) years.

Preferred Qualifications: • Knowledge of agenda and meeting minute preparation, campaign finance reporting, and use of document management systems.

• Knowledge of the following as it relates to the City of Austin. City Code; City Charter; State Law; City of Austin Ordinances/Resolutions; Board bylaws

• Ability to effectively negotiate with customer solutions to resolve complex customer service issues.

• Strong customer service orientation. Ability to establish and maintain good working relationships with the public and City employees at all levels.

• Ability to work efficiently under tight deadlines, prioritize tasks, and manage multiple job duties while maintaining a high level of accuracy and quality.

  Notes to Candidate: Austin City Clerk’s Office supports the City’s goal of transparency by preserving and providing public access to Council-approved documents, promoting City-wide compliance with records retention laws and facilitating the legislative process.

Position Overview (Job Analysis): The Program Coordinator will be responsible for providing executive level support to the City Clerk, Deputy City Clerk, and the Assistant City Clerk. This will include preparing draft minutes template for all council related agendas and attending council meetings and assisting with speaker registration during council meetings. The position will also serve as the main point of contact for Extraterritorial Jurisdiction (ETJ) and disannexation petitions. Additionally, this position will assist with boards and commissions, agenda postings, special pilot projects, payroll (UKG) and financial tasks.

This position will also serve as backup for all financial processes which includes processing invoices, assisting with timekeeping in UKG as a Department Time Administrator (DTA), processing petty cash for Mayor and Council, and assisting with the annual budget.

The Program Coordinator will focus on council meetings, boards and commissions, all petition processing management, and will work on special pilot programs.

Essential Duties: • Provide council meeting support i.e. prepare draft minutes template for all council related agendas; assist with speaker registration management during each meeting.

• Facilitate petition handling and workflow management. This includes petition intake, fill out cover sheets, scan, update and monitor the petition, and prepare certification memos. This includes working closely with Austin Law and Austin Planning to ensure the verification of the correct and legal description.

• Monitoring resource accounts, scheduling Board and Commission, Council, and Council Committee Meetings.

• Special Pilot Project which includes coordinating and compiling the annual review of board and commissions.

• Council Support which includes calling and screening speakers, speaker assistance, donation of time process during meetings.

• Short- and long-term projects within the Austin City Clerk’s office.

• Ensures compliance with City and other regulatory agency requirements and policies.

• Policy and Procedure development.

• Serves as backup for finance duties, i.e. processing invoices, travel planning, timekeeping (UKG Department Time Administrator), petty cash, assisting with annual budget.

Days/Hours : 8:00 a.m. – 5:00

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