Administrative Specialist

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Administrative Specialist

Salary

$50,596.00 - $64,296.44 Annually

Location

Houston, Texas

Job Type

Full Time

Job Number

35258

Department

Houston Public Works

Opening Date

11/07/2024

Closing Date

11/14/2024 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications accepted from: All Persons Interested

Division: Capital Projects (CP)

Reporting Location: 611 Walker St.

Workdays & Hours: M-F, 8a.m. - 5p.m.*

*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

Performs varied professional administrative functions in the research, development, interpretation and implementation of the assigned department's fiscal and operational policies and procedures.

Key Responsibilities

• Interprets and disseminates administrative policies and procedural revisions for staff implementation.

• Provides guidance to department staff in various activities necessary to attain operational goals.

• Composes correspondence, directives, speeches, etc.; prepares drafts on various departmental matters and edits material as required.

• Responds to written and telephone inquiries, requests and complaints from the general public.

• Participates in special projects as assigned.

Core Values

In alignment with the Houston Public Works Five to Thrive Values we adhere to the following core values:

• Respect - we listen and care

• Ownership - we find solutions, instead of excuses

• Communication - we are reliable and clear

• Integrity - we are truthful and keep our word

• Teamwork - we work together

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 position in Hybrid Tele-Work eligible.

This is a Department of Public Works Management position at the Tier III Level.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

Three (3) years of administrative experience are required.

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

LICENSE REQUIREMENTS

None

PREFERENCES

Preferences will be given to individuals who:

• Excellent communicator – able to deal effectively with people at all levels across a multicultural environment

• Excellent verbal communication with a proficiency in written communication that is grammatically correct

• Methodical, organized and excellent attention to detail

• Exhibit initiative and a willingness to take ownership of assignments

• Demonstrate excellent time management skills

• A detail oriented, multi-tasker with the ability to prioritize and quickly adapt to a fast-paced and changing environment.

• Understand data/records management methods and reporting

• Perform at an advanced level in Microsoft Word, Outlook, Excel, Access, and PowerPoint

• Collaborative team player

• Flexible attitude: embraces change, hard-working, cost conscious and results driven

• Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.

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 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 posting opening and closing dates shown. 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 please call 832.393.6737.

If you need special services or accommodations, call 832-393-6737. (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, with specific instructions, should you be selected to advance in our recruitment process.

Must be able to pass a criminal background check, obtain and maintain federally mandated security clearances where required.

EOE Equal Opportunity Employment

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

• 11 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 http://www.houstontx.gov/hr/benefits.html

01

What is the highest level of education you have obtained?

• Less than High School diploma/GED

• High School diploma/GED

• Associate's degree

• Bachelor's degree

• Master's degree or higher

  02

  How many years of administrative experience do you have?

• Less than 3 years

• 3 - 4 Years

• 5 - 6 Years

• 7 years or more

• No Experience

  03

  Please indicate your level of proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).

• Beginner: Perform daily word processing tasks in Word, enter correct data, create a database, import data from Excel in Access, format cells, rows and columns in Excel, create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; creates a new e-mail message, checking e-mail in Outlook.

• Intermediate: Basic formatting and create a variety of templates, mail merges in Word; create primary key to associate data between multiple tables, create a select query in Access; create, modify, and format charts, use graphic objects to enhance worksheets & charts in Excel; add special affects to presentation (design and animation) in PowerPoint; reply, forward, print and delete an e-mail message in Outlook.

• Advanced:Manage table data, sort and filter merges in Word, create a split form and report and back up your databases in Access; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; delete e-mails from the Inbox, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.

• Expert: Produce table of contents, footnotes, endnotes, bookmarks in Word, manage Macro commands, and manage database objects in Access, use advance formula functions (V-lookup, IF, IS) manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowerPoint; managing multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.

• I have no experience in working with Microsoft Office Products

  04

  Please provide a brief description on your experience as an Administrative Professional/Support Staff.

  05

  Describe in your previous or current job your proofreading skills and attention to details when reviewing documents. See resume is not an acceptable answer. If no experience, insert N/A.

  06

  I have experience in: (Check all apply)

• Working in a fast-paced environment

• Ability to multi-task

• Verbal and written communication

• Good organizational skills

• Analytical judgment

• Managing assignments

• Proofreading and attention to details

• None of the above

  07

  Are you a current City of Houston employee?

• Yes

• No

  08

  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 discharge or a general discharge under honorable conditions?

• Yes

• No

  Required Question