Administrative Specialist

Administrative Specialist

Print (

Apply



Administrative Specialist

Salary

$2,134.00 - $2,705.65 Biweekly

Location

1200 Travis

Job Type

Full Time

Job Number

39014

Department

HUMAN RESOURCES

Division

HRD-PEOPLE & CLIENT SERVICES

Opening Date

06/08/2026

Closing Date

6/15/2026 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications Accepted From: ALL PERSONS INTERESTED

Reporting Location: 1200 Travis 12 Floor

Division: People and Client Services – Shared Services Division

Workdays & Hours: Monday– Friday 7:00 AM – 4:00 PM * Subject to Change *

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The City of Houston Human Resources Department is seeking a highly motivated, self-directed, customer-focused, and technologically proficient Administrative Specialist. This position will work collaboratively within the People and Client Services – Shared Services Division, serving as a business partner and primary point of contact in support of the Houston Police Department (HPD). The selected candidate will deliver exceptional human resources services and ensure efficient, accurate processing of departmental actions.

The ideal candidate will demonstrate strong attention to detail and the ability to initiate, track, and accurately upload employee actions into the City of Houston’s HROne SuccessFactors Employee Central (EC) system. The individual must also be willing to perform additional duties essential to the smooth and efficient operation of the unit, supporting both internal and external client needs.

The candidate selected for the position will be responsible for the following:

• Assisting with the Annual Mayor’s Service Awards Luncheon, including distribution of service pins and certificates.

• Processing, tracking, and ensuring accurate data uploads of employee actions through HROne SuccessFactors – Employee Central (EC) and SAP (ECC).

• Collaborating with the HRIM unit to troubleshoot employee action issues and ensure data accuracy.

• Serving as a co-coordinator for HPD’s annual civilian HEAR assessments.

• Reviewing and processing Position Justification Forms (PJF) and coordinating with HPD Talent Acquisition and HPD Finance to confirm funding prior to initiating HROne e-Forms for final approval.

• Responding to and processing internal and external Organizational Management (OM) requests, ensuring timely resolution and successful system updates.

• Staying current on contract changes, ordinances, and administrative procedures that affect position budgeting.

• Researching and tracking separations and vacancies to update Authorized Actual Staffing Reports and other monthly reporting to reflect real-time data.

• Conducting research and analysis to gather information and prepare reports, surveys, and special projects.

• Managing and resolving client inquiries and complaints via email or phone.

• May perform other duties as assigned and participate in special projects as needed to ensure efficient operation of the unit.

WORKING CONDITIONS

This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

MINIMUM REQUIREMENTS

EDUCATION REOUIREMENTS

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

EXPERIENCE REOUIREMENTS

Three years of administrative experience are required.

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

LICENSE REOUIREMENTS

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.

**Preference shall be given to the applicants who are:

• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, SharePoint, OneDrive)

• Skilled in creating and managing spreadsheets, shared files, and collaborative workflows

• Experienced in data entry, data transfer between systems, and database maintenance with a focus on accuracy

• Knowledgeable in data cleanup, file importing/exporting, and ensuring data integrity

• Known for strong communication skills; professional, patient, and solution-oriented in all interactions

• Experienced in working with clients, vendors, and internal teams in a positive, service-focused manner

• Adept at handling inquiries, resolving issues, and providing excellent customer support

• Skilled in calendar management, meeting scheduling, and logistics coordination

• Experienced in preparing documents, reports, and presentations

• Supports daily office operations and team needs efficiently

• Maintains organized digital and physical filing systems

• Bi-Lingual in Spanish

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED:

Department may administer skills assessment test.

SAFETY IMPACT POSITION: NO

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:

To view your detailed application status, please log-in to your online profile by visiting: ://agency.governmentjobs.com/houston/default.cfm or call View phone number on click.appcast.io).

If you need special services or accommodations, call View phone number on click.appcast.io). (TTY 7-1-1)

If you need login assistance or technical support call View phone number on click.appcast.io.

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.

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

For plan details, visit

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable or a general discharge under honorable conditions?

• Yes

• No

02

Are you currently a City of Houston Human Resources employee?

• Yes

• No

03

What is the highest level of education you have obtained?

• Less than a High School Diploma/GED

• High School Diploma/GED

• Associates Degree

• Bachelor's Degree or higher

04

If you answered that you have college degree, what field of study is your degree in?

• Business Administration

• Liberal Arts

• A related field of study

• A non-related field of study

• I do not have a degree

05

If selected "a related field or a non-related field of study", please indicate the degree you obtain (see resume is not acceptable, if statement does not apply please insert N/A)

06

How many years of verifiable professional administrative experience do you have?

• Less than 3 years

• 3 years to less than 5 years

• 5 years to less than 7 years

• 7 years to less than 10 years

• 10 or more years

07

Please select the option that best describes your experience level of work using HR modules in the SAP system.

• Less than one (1) year of experience using HR modules in the SAP system.

• More than one (1) year, but less than two (2) years of experience using HR modules in the SAP system.

• More than two (2) years, but less than three (3) years of experience using HR modules in the SAP system.

• More than three (3) years, but less than four (4) years of experience using HR modules in the SAP system.

• More than four (4) years, but less than five (5) years of experience using HR modules in the SAP system.

• More than five (5) years of experience using HR modules in the SAP system.

• None of the above

08

Please indicate your level of proficiency in the Microsoft Office Suite.

• BASIC MICROSOFT OFFICE SUITE: Create a new document, enter text, and save it; navigate in a document and perform a search; format cells, rows, and columns; modify a database and insert data from another application; create title and bullet slides; work with text, drawn objects, and drawing tools.

• INTERMEDIATE MICROSOFT OFFICE SUITE: Create mail merges, sort and filter them; customize toolbars; run and record Macros; filter data and manage a filtered list; create and modify some Macro commands; create, modify, and format charts; create basic Macros to automate forms and data entry; customize the appearance and functionality of reports; use hyperlinks and perform data integration.

• ADVANCED MICROSOFT OFFICE SUITE: Manage Macro commands, create dialogue boxes, and understand the notions of Visual Basic application programming; use advanced functions (Names, VLOOKUP, IF, IS); work with Pivot Tables; manage Macro commands: concepts, planning, operations, execution, modification, interruption; use Visual Basic to create a public function or event procedures, or add general procedures in a form module; plan and examine an application, develop a distributed application design.

• I have no experience working with Microsoft Office

09

Are you bilingual in Spanish (reading, writing, and speaking)?

• Yes

• No

Required Question