Department Executive Assistant -EMS

Department Executive Assistant for Austin
- Travis County EMS

The City of Austin's Emergency Medical Services Department provides 9-1-1 emergency medical response to the citizens of Austin and Travis County serving a population of over 2.2M citizens in a service region of over 1,039 square miles. While most of the assistance we give to the community is medical in nature, the smallest part of what we do involves truly time-critical life-threatening emergencies.

Yet everything we do is about service: service to our patients, their families and loved ones; service to our community; and service to the people who make up Austin-Travis County Emergency Medical Services.

The Department Executive Assistant for Austin
- Travis County EMS will provide high-level administrative support to the EMS Chief. This position will be responsible for navigating progressive stakeholder interactions on behalf of the Chief. This position will require complex calendaring with shifting priorities, travel coordination, and poses advanced software fluency to create and distribute appropriate, presentations, memoranda and email correspondence on behalf of the Chief. This high-impact role will require advanced emotional intelligence with ability to proactively anticipate needs of the Chief, the executive staff and on behalf of the department in response to stakeholders at all levels including external citizens.

Purpose:

This position provides a high-level of administrative support such as research, clerical and/or technical, and other support tasks as assigned to the Department Director.

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 other 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:

• 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.

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 in business process management within 24-hr emergency response system, with working knowledge of Public Safety emergency response practices.
• Certified Associate of Project Management (CAPM) or Certified Administrative Professional (CAP).
• Skilled in drafting complex documents, compiling and reviewing periodic operational reports, transcribing confidential meeting briefings and ensuring seamless daily operations, maintain accurate communication flow, and timely completion of priority tasks.
• Ability to work independently with minimal oversight/direction, with strong judgment in assessing tasks, determining priorities, and ability to pivot when necessary.
• Demonstrated experience handling sensitive confidential financial, human resources, legal or executive related data with absolute discretion and work as a liaison between department executive management,…