Administrative Assistant

Position Overview

Provides administrative and operational support primarily to Area Operations Support (AOS) and Nursing Services to ensure efficient day-to-day operations and continuity of services. The position serves as a key support role for administrative coordination, documentation, communication, and operational activities. As departmental needs arise, the position may also provide support to other Houston Health Department areas including, but not limited to, Medical Services, Pharmacy, Health Centers, and other programs to assist with maintaining operational effectiveness and service delivery.

• Drafts correspondence, reports, presentations, meeting summaries, and other departmental documents.

• Coordinates meetings, calendars, schedules, and communications with internal and external stakeholders.

• Attends meetings and records meeting notes, action items, and follow-up items to support departmental coordination and tracking.

• Assists with creating graphics, flyers, presentations, and communication materials for events, programs, and departmental initiatives.

• Supports planning and coordination of meetings, employee recognition activities, staff engagement events, and departmental functions.

• Assists with purchasing activities, inventory management, supply tracking, and maintaining departmental resources.

• Maintains records, files, and electronic documentation systems to ensure accuracy, organization, and compliance.

• Assists with data collection, tracking, and preparation of operational and performance reports.

• Provides customer service support and responds to inquiries from staff, leadership, and stakeholders.

• Demonstrates initiative by independently identifying needs, anticipating issues, and proactively completing assignments and follow-up activities with minimal supervision.

• Manages multiple assignments and competing priorities simultaneously while maintaining accuracy, organization, and meeting established deadlines in a fast-paced environment.

• Performs other related duties as assigned to support departmental goals and operational needs.

Minimum Requirements

EDUCATIONAL REQUIREMENTS Requires a Bachelor's degree in Business 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 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.

• Experience providing administrative support in healthcare, public health, or government settings preferred.

• Experience supporting multiple departments, programs, or operational areas preferred.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).

• Experience preparing correspondence, reports, presentations, meeting minutes, and maintaining records.

• Experience coordinating meetings, events, and departmental activities.

• Experience creating flyers, graphics, or communication materials preferred.

• Strong organizational, customer service, communication, and multitasking skills.

• Ability to prioritize competing assignments and work independently in a fast-paced environment.

• Experience with electronic systems and databases preferred.

• Bilingual (English/Spanish) preferred.

General Information

SELECTION/SKILLS TESTS REQUIRED Application review and/or interview. However, the Department may administer a skill assessment evaluation.

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 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: