City of Houston Hiring for ADMINISTRATIVE SPECIALIST at Houston, TX Full Time

Position Overview

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

SERVICE LINE: Houston Public Works

SECTION: Director’s Office

REPORTING LOCATION: 611 Walker 25th floor

WORKDAYS & HOURS: M – F, 8:00 a.m. – 5:00 p.m. *

• Subject to change

Description Of Duties/Essential Functions

The Administrative Specialist will function in a professional administrative role within the Department’s Government Relations Office (GRO) to assist with the coordination of Requests for Council Action (RCA), manage the RCA tracking system, and manage Tax Report Requests for Houston Public Works (HPW). The Administrative Specialist will assist with the Department’s RCA process for inclusion of items on City Council Agenda, including communicating document flow/content required and updating stakeholders. Will also research, analyze, review, and edit RCAs. Will also work with the Mayor’s Agenda Office, Office of City Controller, Office of City Secretary, Finance Department, Legal Department, Office of Business Opportunity, City Council Offices, and others to facilitate the RCA process. Will also analyze and process tax reports, initiate and implement process improvements to drive optimal operational meetings, and handle special projects as assigned. The position will regularly listen to and occasionally attend City Council Agenda meetings held on Wednesdays for general awareness of HPW related topics. The position will interact and respond to requests from elected offices and other government officials. The position will interact and communicate with constituents to proactively and reactively resolve problems/concerns. Responsibilities of this position will include drafting, editing, and revising correspondence, reports, and other documents, checking for accuracy, content, and format. This position will manage an active calendar of appointments and handle logistics of various events and meetings both internally and externally. The person in this position will handle sensitive and confidential information to ensure inquiries are properly addressed and resolved. The ideal candidate will have effective communication, planning, and organization skills, with a commitment to providing excellent customer service, interacting professionally with staff at all levels of the organization, and the ability to multi-task and thrive in a fast-paced environment.

Essential Functions Are But Not Limited To

• Maintains and monitors various records through different database systems and processes tax reports and analysis.
• Generates RCA statistical reports and/or presentations.
• May distribute information to the public on City programs and/or initiatives.
• May act as liaison to the Mayor and Council Offices. Maintains successful partnerships with the community and other agencies.
• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Provides guidance to department staff in various activities necessary to attain operational goals.
• Composes correspondence, directives, speeches, etc.: prepares drafts on various departmental matters and edits material as required.
• Manages expenditures and monitors line-item balances.
• Responds to written and telephone inquiries, requests, and complaints from the general public.
• Conducts studies of dept organization and operation; coordinates preparation of report on findings and offers recommendations concerning various problems.
• Represents leadership at designated meetings and community events.
• Participates in special projects as assigned by the Dept Director, Dept Chief of Staff, and GRO Director.
• Have the general knowledge of all aspects of the HPW’s Government Relations Office.

WORKING CONDITIONS

This 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.

This is a Houston Public Works Emergency Management position at the Tier III Level.

Minimum Requirements

MINIMUM EDUCATIONAL REQUIREMENTS

Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field.

Minimum Experience Requirements

Three (3) years of administrative experience is required.

Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

Minimum License Requirements

None

PREFERENCES

Essential Attributes

• Driven: Exhibits initiative and a willingness to take ownership of assignments and go the extra mile.
• Accurate: Sets and maintains high personal work standards, while demonstrating an attention to detail and a focus on quality.
• Critical Thinker: Displays well developed analytical, critical thinking, and problem-solving skills.
• Self-motivated: Exhibits initiative and strong desire to succeed in identifying and resolving issues that arise.

Preferences Will Be Given To Candidates That Have

• Proven experience using good judgment and making independent decisions based on limited information and time.
• Ability to plan, organize, and prioritize work assignments.
• Experience working with people of diverse backgrounds.
• Exceptional verbal, written communication, and presentation skills.
• Use of appropriate written and verbal language and grammar with minimal errors.
• Exceptional attention to detail.
• Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
• Experience and proficiency with Microsoft Office (e.g., Excel, Word, Outlook, and PowerPoint) and Adobe Acrobat.
• Ability to work as a contributing team member adhering to our “Five to Thrive” values of Respect, Ownership, Communication, Integrity, and Teamwork.

**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 REQUIRED: None

However, The Department May Administer a Skills Assessment Test.

SAFETY IMPACT POSITION: No

If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

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.

PAY GRADE: 20

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 832-393-6737.

If you need special services or accommodations 832-393-6737(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.

EOE Equal Opportunity EmployerThe City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual’s sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.