Administrative Assistant General Services Department

Administrative Assistant

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

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.

Minimum Requirements

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

Preferences

• 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.**

General Information

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. Applications must be submitted online at:

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.

Benefits

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical
• Dental
• Vision
• Wellness
• Supplemental Insurance
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 13 city holidays, plus one floating holiday
• Compensable Sick Leave
• Personal Leave
• Flexible schedules
• Hybrid-Telework for eligible positions
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Paid Prenatal, Parental and Infant Wellness Leaves
• Healthcare Flexible Spending Account