Program Coordinator (Austin City Clerk’s Office)

• 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.

• 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.

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.