ADMINISTRATIVE SPECIALIST - INFRASTRUCTURE

POSITION OVERVIEW

Applications will be accepted from: All Persons Interested Division/ Section: HAS- Infrastructure Project Delivery Workdays & Hours: Monday through Friday 8:00am to 5:00pm* (*Subject to change) PURPOSE OF DIVISION The purpose of the Infrastructure Division is to manage the whole life cycle (planning, design, construction, commissioning, assessment of condition, modifying, replacing and decommissioning/disposal of physical and infrastructure Houston Airport System (HAS) assets consistent with environmental regulations and best management practices. In addition to the responsibilities related to physical assets, the Infrastructure Division manages the HAS portfolio of assets and resources, with a focused goal to improve project delivery to all Stakeholders. Overall, the Infrastructure Division's mission is to maintain and extend the effective life cycle of HAS's physical assets and replace them when it is no longer financially feasible to extend the life of these assets, or they no longer support required Airport mission requirements. PURPOSE OF THE POSITION This Administrative Specialist will directly support the Assistant Director – Aviation of Project Delivery, serving as the primary administrative backbone for a large portfolio of complex, federally funded, and fast-track infrastructure projects across all three airports. The role is responsible for coordinating executive-level scheduling and meetings, purchase requisitions, contract routing, managing project documentation and correspondence, maintaining division dashboards and performance metrics, and serving as the key liaison between project managers, design consultants, contractors, and senior leadership. Without this dedicated administrative support, the Infrastructure Division will experience delays in critical project governance, contract processing, financial tracking, and stakeholder communication, all of which directly impact our ability to deliver projects on time and on budget and maintain compliance with federal grant requirements. The purpose of the Administrative Specialist is to provide direct administrative, fiscal and operational support of policies and procedures to the Assistant Director of Project Delivery. Assist with coordinating division directives, referencing compliance, department policies and communications with other divisions and stakeholders. The Administrative Specialist will compose correspondence, prepare drafts on various business unit matters and edit materials as required. The Administrative Specialist manages the Assistant Director's schedule, meetings and travel. Duties also include performing a wide variety of highly responsible tasks involving analytical assistance and research for the development of and implementation of management improvement processes to increase efficiency. Prepare and analyze weekly status reports for the Assistant Director; compose follow-up correspondence within the division and other units within the division "Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date.” The Administrative Specialist responsibilities of this position include, but are not limited to:

• 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 its material as required.
• Prepares and analyzes the department's annual budget and budget revisions; manages expenditures and monitors line-item balances.
• Responds to written and telephone inquiries, requests and complaints from the general public.
• Conduct studies of department organization and operation; coordinates preparation of reports on findings and offers recommendations concerning various problems.
• Represents department head at designated conferences, meetings, and public events.
• Assists as needed in producing public information activities, including preparing news releases, brochures, visual presentations, etc. Participates in special projects as assigned.
• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Prepare drafts on various departmental matters and edit material as required.

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 conditioning. 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 Three (3) years of administrative experience are required.

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

PREFERENCES

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 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 20

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.cfmor call (281-233-1043). If you need login assistance or technical support call 855-524-5627. If you need special services or accommodations, call (281-233-1043). (TTY 7) 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.

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.

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.