ADMINISTRATIVE SPECIALIST (DIRECTOR'S OFFICE)

Applications Accepted From: ALL PERSONS INTERESTED. Division: Director’s Office Workdays & Hours: MONDAY – FRIDAY, 8:00 AM – 5:00 PM* *Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS The Administrative Specialist will primarily be responsible for providing support to the Director of the General Services Department. This position will track, review and log documentation flow for the Director’s review and approval and will distribute City of Houston/GSD policies and research issues for the Director as directed. This role also coordinates and schedules meetings; creates draft responses to citizens, answering calls and handling time-sensitive and confidential information.

Other duties performed by this position include but are not limited to the following:

• Respond to calls from the public, City employee and vendors
• Process and file documents. Coordinates department issues with client departments.
• Coordinate and schedule meetings for the Director. Secure conference rooms or meeting locations.
• Respond to correspondence on behalf of the Director in a timely manner. Make decisions on items needing the Director’s or Chief of Staff’s immediate attention.
• Serve as the GSD Summer Youth Work Program Specialist and Employee Service Awards Specialist.
• Prepares reports as directed.
• Attend the Director’s Executive Staff meetings and record pertinent information for future reference and send reminders to Executive Staff.
• Perform other duties necessary for the efficient flow of the Director’s office or GSD operations as assigned.
• Perform professional administrative functions in the research, development, interpretation and implementation of the department’s policies and procedures. Initiate, coordinate and monitor the statuses of assignments and action items delegated by the Director.
• Willingly and capably perform administrative tasks associated with travel requirements and travel paperwork.
• Purchasing card holder.
• Compile data and maintains department information.
• Deliver a high level of professionalism providing exceptional customer service in a timely manner.
• Participate in special projects as assigned, including performing various tasks that span across various GSD divisions.
• Other duties 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. EDUCATION 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.

LICENSE REQUIREMENTS None.

• Demonstrable Extensive Administrative experience
• Superior written and oral communication skills
• Experience in data analytics
• Experience with SAP
• Advanced experience with Microsoft Office Suite including Word, Excel, SharePoint, etc.
• Administrative experience in construction or commercial property management.
• Valid Driver's License

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 / SKILSS TESTS REQUIRED Department may administer skills assessment test.

SAFETY IMPACT POSITION No 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 832-393-6120.

If you need special services or accommodations, 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.