Administrative Assistant – General Services Department

Applications accepted from: All Persons Interested. Job Classification: Administrative Assistant – General Services Department Division/ Section: Security Management Reporting Location: 611 Walker 3rd Floor Annex Workdays and Hours: Monday – Friday, 7am-4pm Subject to Change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS General Service Department is seeking a highly organized and detail-oriented Administrative Assistant to support our team and ensure efficient day-to-day operations. The ideal candidate will handle a wide range of administrative and clerical tasks as well as working directly with the Deputy Director. This role requires strong organizational skills, the ability to thrive in a fast-paced environment, the ability to manage tasks and responsibilities independently, and excellent communication abilities to present information to various audiences effectively and confidently. The Administrative Assistant (Capital Projects) duties include but are not limited to:

• Manage and maintain office records retention and documentation.
• Monitor program budgets and identify opportunities for cost savings.
• Perform administrative duties such as scheduling meetings, preparing agendas and reports, managing training calendars, taking meeting minutes, and maintaining training-related files.
• Order office supplies and maintain inventory levels to ensure operational efficiency.
• Reviews and ensures appropriate signature approvals on documents.
• Reviews and process invoices, department bills, purchase orders, etc., for submission for payment. Research problems with invoices to expedite payment of bills on time.
• Support division with administrative tasks as needed.
• Handle sensitive information with confidentiality.
• Assists with or performs special projects as assigned.

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.

This is a General Services Department Tier Level III position.EDUCATIONAL REQUIREMENTS Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS One-year administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENT None

• SAP Experience

• Invoice Processing

• Strong data collection and data entry skills

**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. ** SELECTION/SKILLS TESTS REQUIRED None

SAFETY IMPACT POSITION: YES Yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

Pay Grade: 17

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 832-393-6120.

If you need special services or accommodations, call 832-393-6120. (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 Employer The 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.