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POSITION OVERVIEW
Applications accepted from: ALL PERSONS INTERESTED
Division/Section: Aviation Risk and Regulatory Compliance
Workdays & Hours*: Shift work, could include a Rotating Schedule *** weekends and holidays ****Subject to change)
DESCRIPTIONS OF DUTIES/ESSENTIAL FUNCTIONS
The Aviation Risk and Regulatory Compliance Division ensures that the Houston Airport System is in compliance with local, state, and federal laws and policies and procedures including those pertaining labor and employment. It is a centralized office that operates with high level of confidentiality and professionalism. Among other regulatory and compliance matters, the division also ensures that the Houston Airport System develops its labor strategy to evaluate and optimize the use of resources that are available to the organization. It works collaboratively with all stakeholders to ensure positive relations regarding these matters.
The Administrative Coordinator position performs professional administrative functions associated with organizing the development and the implementation of administrative and supervisory activities to support the Chief Aviation Risk and Regulatory Officer and other managers within the division. The Administrative Coordinator position builds strong relationships with vendors, oversees projects and events, and conducts research in support of activities of designated business units by handling details, organizing and planning activities, communicating and working with others, keeping up with the pace of change and working with ambiguity. This position handles all finance related issues for the division including contracts, budget management, cost analysis, forecasting needs and defines new annual funding requirements. The Administrative Coordinator oversees daily procurement, requisitions and reports reconciliation of supplies and inventory for the section and ensures all documents are reviewed for accuracy, tabulated and updates log for signature routing for the Deputy Director’s office. This position maintains an accurate electronic filing system for the section. The Administrative Coordinator will coordinate or supervise department area projects and maintenance of specific projects or procedures and coordinate the planning, research, presentation, promotion, and evaluation of special programs. This position prepares, edits and revises department/division correspondence, agendas, prepares edits and revises procedures manuals and coordinates office moves, equipment repairs, etc. The Administrative Coordinator plans, initiates or coordinates and implements programs and services to meet the immediate and long-range needs of one or more city departments and handles special projects, including all details, as assigned by the department/division head. This position ensures policy and regulatory compliance, identifies and defines contract requirements, develops and negotiates professional service contracts for council approval, monitors compliance with the terms and conditions of multiple contracts and recommends approval/payment for completed services. The Administrative Coordinator provides oversight and supervision of essential functions for the entire department including services. This role will enhance the effectiveness and productivity for Aviation Risk and Regulatory Compliance by providing specialized research, maintaining a record/policy management system and providing organizational support. “Must be able to pass a criminal background check, obtain and maintain federally mandated security clearances where required.”
The Administrative Coordinator duties include but are not limited to:
- Prepares, edits and revises department/division correspondence; prepares, edits and revises procedure manuals.
- Plans, initiates and implements programs and services to meet the immediate and long range needs of one or more city departments.
- Prepares and/or remarks for the department/division head.
- Assists the department/division in the effective discharge of responsibilities by furnishing analyses, appraisals, recommendations and information concerning the activities and programs reviewed.
- Attends meetings and conferences involving public and private groups and city officials as representative of the department/division head and acts as liaison on matters involving other departments.
- Researches, analyzes and reviews new vendors, equipment, services and regulations.
- Participates in special projects as assigned by the department/division head.
- May coordinate the planning, research, presentation, promotion and evaluation of special programs such as grants.
- May guide, train or evaluate staff.
WORKING CONDITIONS
The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS
Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field.
EXPERIENCE REQUIREMENTS
Five years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS
None
PREFERENCES
Preference will be given to candidates with the following skills:
At least 3 years of experience working in a law firm, law office, or in an in-house legal department
Excellent communication skills and sound judgement in the communication of pertinent information with internal and external stakeholders
Excellent research and writing skills.
Excellent analytical skills.
Ability to exercise discretion in confidential and sensitive matters.
Exceptional organizational skills with particular attention to details
Effective collaboration skills
Ability to manage and execute multiple tasks/projects
Ability to work independently to complete tasks/projects
Must be proficient in Office 365; particularly in Excel
Ability to meet deadlines and effectively complete operational and project-based assignments
***Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.***
GENERAL INFORMATION
SELECTION/SKILLS TESTS REQUIRE
The selection process will involve application review and/or interview. Department may administer skills assessment test.
SAFETY IMPACT POSITION
YES – If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.
Pay Grade – 24
SALARY INFORMATION
Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification.
APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov.
To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 281-233-1842.
If you need special services or accommodations, call 281-233-1842; (TTY 7-1-1)
If you need login assistance or technical support call 855-524-5627.
Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.
All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.
Applicants are encouraged to attach a cover letter and resume along with their completed application when applying. For further information pertaining to the Houston Airport System, please visit: https://www.youtube.com/watch?v=EDWLV_sJFoM
