The City of Houston ADMINISTRATIVE ASSISTANT (Contract Compliance Division) in Houston, Texas
ADMINISTRATIVE ASSISTANT (Contract Compliance Division)
ADMINISTRATIVE ASSISTANT (Contract Compliance Division)
$20.86 - $22.28 Hourly
611 Walker Street
Office of Business Opportunity
12/1/2023 11:59 PM Central
Applications Accepted From: ALL PERSONS INTERESTED
Posting Number: #32160
Division: Contract Compliance
Reporting Location: 611 Walker Street, 7th Floor
Workdays & Hours: Monday – Friday; 8:00 a.m. – 5:00 p.m.* Hybrid Telework Eligible*Subject to Change
DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS
The Office of Business Opportunity (OBO) is committed to creating a competitive and diverse business environment in the City of Houston by promoting the growth and success of small businesses, with special emphasis on historically underserved groups, by ensuring their meaningful participation in the government procurement process. OBO's objective is to significantly increase the number, capacity, and success of businesses in Houston. OBO also provides business assistance to start-up companies and helps businesses navigate services that support growth and sustainability. Additionally, the department coordinates educational, legal and financial resources, as well as facilitates certification of Minority, Woman-Owned, Small, and Disadvantaged Business Enterprises (MWSDBE) and historically underutilized firms.
This role falls under OBO’s Contract Compliance Division. The Contract Compliance Division is charged with monitoring and enforcing City of Houston ordinances related to MWSDBE participation, auditing certified payrolls submitted by contractors, and monitoring whether the contractors are performing the work as required (commercially useful function). These functions are carried out using project site visits, desk audits, field audits and formal audits.
OBO is seeking an Administrative Assistant for its Contract Compliance Division. The successful candidate’s responsibilities will include, but are not limited to, the following tasks:
Providing administrative support to the Division Manager and team
Monitoring City Council contract awards and create new or amended electronic and physical contract files for Construction, Professional Services, Goods & Services projects
Writing and editing letters, documents, Standard Operating Procedures (SOPs) and other correspondence
Performing initial verification of MWSDBE company certification status for listed subcontractors on projects
Creating and sending correspondence to contractors throughout the life of each contract
Processing contract wage underpayment penalty payments
Creating weekly, monthly and ad hoc divisional activity reports utilizing Excel and a contract compliance management database
Routinely fielding and addressing customer inquiries, including serving as the subject matter expert for support services on OBO’s contract compliance and labor standards monitoring systems as well as any related databases
Serving as a key point of contact for City departments for general information and project-specific details
Archiving contract files of closed Construction, Professional Services, Goods & Services projects in accordance with City policies.
Performing special projects, as needed, and other position related duties as assigned.
Purchasing and tracking purchases pursuant to City purchasing requirements.
This position involves work in the office environment.
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
One year of administrative experience is required.
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
Preferences shall also be given to those applicants with the following:
Written and oral fluency in Spanish.
Track record of working in a professional environment.
Effective time management and organization skills, with an ability to multitask.
Considerable skill in oral and written communications with the ability to analyze complex information succinctly for varying audiences.
Ability to gather and synthesize information for reporting purposes.
Good judgment and an ability to make recommendations to superiors.
Ability to work independently within established guidelines.
Multi-tasker with the ability to prioritize and quickly adapt to a fast-paced and changing environment while meeting strict deadlines.
Excellent interpersonal skills, including relationship building and “roll-up the sleeves” type of collaboration within a diverse, cross-functional team.
Resourceful and action-orientated, with experience getting things done and overcoming obstacles.
Strong computer skills, with an ability to be trained to use new programs and systems.
*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. *
SELECTION / SKILLS TESTS REQUIRED
Department may administer skills assessment test
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.
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: 17
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: 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 call (832) 393-7222.
If you need special services or accommodations, call (832) 393-7222. (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, 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.
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 10 city holidays, plus one floating holiday
• Flexible schedules
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Healthcare Flexible Spending Account
For plan details, visit http://www.houstontx.gov/hr/benefits.html
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?
Which scenario best describes your completed verifiable education AND verifiable years of professional administrative experience?
Bachelor's Degree or higher in Business Administration, Liberal Arts or a related field AND AT LEAST ONE (1) year or more of professional administrative experience.
Bachelor's Degree in Business Administration, Liberal Arts or a related field AND LESS THAN ONE (1) year or more of professional administrative experience.
Associates' degree in Business Administration, Liberal Arts or a related field AND AT LEAST THREE (3) years or more of professional administrative experience.
Associates' Degree in Business Administration, Liberal Arts or a related field AND LESS THAN THREE (3) years of professional administrative experience.
High School Diploma or GED AND AT LEAST five (5) years or more of verifiable professional administrative experience.
High School Diploma or GED AND LESS THAN five (5) years of verifiable professional administrative experience.
None of the above
Do you have professional verifiable experience in the following areas? (Check All That Apply)
Scheduling of meetings
Drafting correspondence for executives, elected officials, and general correspondence
Strong data collection and data entry skills
Maintain email database for outreach campaigns and/or communications
Compile data for use in a variety of reports, surveys, inventories and studies
Working with outside vendors
Providing in-person customer service
None of the above
If you indicated that you have verifiable experience in question #3 above, please describe your related work experience for those area(s). (Please note, a non-response WILL delay your application process).
Describe your level of proficiency in Microsoft Office products (Word, Access, Excel, PowerPoint, Outlook). Provide examples of how you have used these various systems in a professional context. (Please note, you must provide examples, A non-response WILL delay your application process).
Please describe your experience balancing competing priorities in a professional environment. (Please note, a non-response WILL delay your application process).
If you were the successful candidate selected for this position, please describe the role you would play in ensuring the Office of Business Opportunity carries out its mission. (Please note, a non-response WILL delay your application process).