Administrative Specialist - Property Management

Administrative Specialist

The General Services Department is looking for a skilled Administrative Specialist to perform varied professional administrative functions for its Property Management - Environmental section. This position supports departmental operations by interpreting policies, coordinating administrative processes, managing documentation, and assisting with budget and contractual activities. The role requires strong organizational skills, attention to detail, and the ability to handle sensitive information discreetly.

The Administrative Specialist duties include but are not limited to:

• Respond to calls and requests from vendors and the Strategic Procurement Division of the City's Finance Department
• Organizes and oversees the inventory, cataloging, retention, and retrieval of department documents in accordance with records management standards.
• Address contract compliance issues with vendors and coordinate with OBO and GSD's Contract Compliance Officer
• Coordinate mandatory training for Environmental Management personnel
• Schedule appointments, draft, proof, edit correspondence for the Division Manager and Environmental Management team
• Draft correspondence related to environmental service contracts
• Monitor and track Environmental Management contract expenditures
• Assist with drafting scopes of work and specifications for Environmental Management procurements.
• Prepare routine and special reports for Environmental Management.
• Coordinate, prepare and track reimbursement requests and personnel licensing renewals.
• Assist Environmental Management personnel with SAP issues and conduct training for requisitioning and receiving
• Process Environmental Management requisitions, service entry sheets and receivers for service contracts
• Maintain accurate and organized files.
• Perform other duties necessary for the efficient flow of the Environmental Management Division operations or GSD operations as assigned.

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.

Minimum Requirements

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

Experience Requirements: 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 Requirements: None

Preferences

Preference will be given to qualified applicants with the following:

• 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, as well

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: The selection process will involve application review and/or interview. Department may administer a skills 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.

Pay Grade: 20

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 To view your detailed application status, please log-in to your online profile by visiting: or call View phone number on click.appcast.io. (TTY 7-1-1)

If you need special services or accommodations, call View phone number on click.appcast.io. 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.