ADMINISTRATIVE ASSISTANT

Position Overview

APPLICATIONS ACCEPTED FROM: All Persons Interested

SECTION: Internal Review - Director's Office

REPORTING LOCATION: 611 Walker Street, 23rd Floor

WORKDAYS & HOURS: Mon. – Fri., 8:00 a.m. – 5:00 p.m.*

• Subject to change
  
  

Overview

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

Performs professional administrative functions related to the development and implementation of policies and procedures in the Internal Review/Director’s Office of Houston Public Works (HPW). Houston is the 4th largest city in the United States. Individuals employed by the City of Houston are part of one of the most diverse workforces in the country. In addition to enjoying employee discounts, comprehensive benefit options and generous leave programs, City employees are a part of an institution that sets the trend for other organizations and states, while touching the lives, businesses, health, and well-being of all Houstonians. Internal Review plays an integral role in HPW to maintain control environment and management oversight.

Internal Review (Director’s Office) is seeking an energetic, flexible, team-oriented person with a passion for customer service to work as an Administrative Assistant. Successful candidates will communicate effectively, provide exceptional customer service, be at ease multitasking in a fast-paced setting and enjoy interacting with people from diverse backgrounds.

Essential Duties

• Interprets and implements basic rules, regulations, policies and procedures in day-to-day department operations.
• Drafts correspondence, reports and other documents; proofs/edits documents for accuracy, content and format.
• Prepares periodic and special reports, compiles information and maintains department reference information
• Investigates problems/potential problems by means of written and verbal communications; prepares findings and recommends solutions.
• Organizes inventorying, cataloging, retention and retrieval of department documents.
• Assists in the coordination of department budget preparation and monitoring.
• Represents the division head at staff meetings and some conferences; acts as liaison to designated private agencies and organizations.
• Performs other duties as assigned.
• Performs special projects.
• Provide professional administrative support for the effective management of the Internal Review, including team’s calendar, travel, activities, & providing pre-briefing and background materials on all meetings/events.
• Serving as an energetic, self-motivated team player.
• Providing customer service to internal and external customers by phone, email, and in person. Answer routine questions regarding department/internal review policies, procedures.
• Possessing outstanding organizational and communication skills to perform ongoing and specialized tasks.
• Compiling data for reports, calendars, surveys, inventories, studies, and statistics using Microsoft Excel, Word, and Outlook. Inventorying and managing office and other supplied.
• Maintaining highly confidential files, mailing lists, reports, and professional data.
• Answering and screening telephone calls.
• Ordering supplies and assisting with purchasing with P-Card.
• Coordinate special projects and planning of division/department sponsored activities and programs.
  
  

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

Minimum Requirements

EDUCATIONAL REQUIREMENTS

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

Experience Requirements

One (1) year of administrative experience is required.

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

License Requirements

None

PREFERENCES

Preference shall be given to candidates that have an established record working in a professional environment; detail-oriented, multi-tasker with the ability to prioritize and quickly adapt to a fast-paced and changing environment. Must have effective time management and organization skills. Must have excellent oral and written communication skills. The ideal candidate must have the ability to interact well with all levels of staff and management.

• 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 skill assessment evaluation.

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 17

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 (832-393-6015).

If you need special services or accommodations, call (832.393-6015). (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.