Job Information
The City of Houston ADMINISTRATIVE SPECIALIST in Houston, Texas
ADMINISTRATIVE SPECIALIST
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ADMINISTRATIVE SPECIALIST
Salary
$50,596.00 - $64,411.10 Annually
Location
8000 N. Stadium
Job Type
Full Time
Job Number
34401
Department
Houston Health Department
Division
Community Health Services - Area Operations Support
Opening Date
09/13/2024
Closing Date
9/26/2024 11:59 PM Central
Description
Benefits
Questions
POSITION OVERVIEW
Applications Accepted From: ALL PERSONS INTERESTED
PN: 34401
Division: Public Health Branch
Section: Public Health Branch
Workdays & Hours: Mon - Fri 8:00 am – 5:00 pm * Nights/Weekends As Needed*
*Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTION
• Coordinate complex activities such as meetings, local and out-of-town travel, conferences, and department events.
• Prioritize and organize information, calls, and correspondence, including drafting responses by email or phone as needed.
• Work independently and collaboratively on special and ongoing projects, taking a lead role as directed by Management. This includes planning presentations, disseminating information, and contributing to Bureau projects.
• Prepare and proofread general correspondence, memos, reports, and documents, ensuring accuracy, grammar, and layout consistency.
• Initiate, monitor, and follow up on purchase orders to ensure timely completion.
• Provide comprehensive administrative support to the Assistant Director/Doctors, including handling special projects as required.
• Review and ensure accuracy, completeness, and compliance of documents and materials with policies and procedures.
• Coordinate office functions such as mail, phones, supplies, equipment, scheduling, and calendars.
• Provide guidance and support to staff to achieve operational goals.
• Assist in producing public information activities, including drafting messaging, creating graphics, and designing promotional materials.
• Manage administrative tasks for managers and supervisors, including project follow-ups and information dissemination.
• Perform other related duties as assigned.
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
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.
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.
GENERAL INFORMATION
SELECTION/SKILLS TEST REQUIREMENTS
None, however, the Department may administer a skill assessment evaluation during application review and/or interview.
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 20
SALARY INFORMATION GENERAL FUND POSITION
Grants & Special funded positions are dependent upon continued available funds. If funding is no longer available, employee may be laid off or transferred. 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: 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 832-393-4888.
If you need special services or accommodations, call (832-393-4888). (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.
Benefits include:
• Medical
• Dental
• Vision
• Wellness
• 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
• 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
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 discharge or a general discharge under honorable conditions?
Yes
No
02
Which of the following best describes your level of education?
High School Diploma or GED AND at least seven years of professional administrative work experience
Associate degree in Business Administration, Liberal Arts, or a related field AND at least five years of professional administrative work experience
Bachelor's degree (or higher) in Business Administration, Liberal Arts, or a related field AND at least three years of professional administrative work experience
None of the above
03
Please indicate your proficiency level in Microsoft Word & Excel, PowerPoint, Teams, Zoom and Internet Research:
Beginner (ex: create basic documents and/or spreadsheets with limited experience with other functionalities)
Intermediate (ex: insert page breaks, header/footer, and/or generate auto-calculating and basic cell formatting)
Advanced (ex: insert table of contents, generate tables, create mail merge and/or conditional formatting, table formatting, sort/filter cells, cell data validation/consolidation)
None of the above
04
Do you have project management experience? if so, how many years of project management experience do you have? Explain how you handled multiple priorities with tight deadlines, without compromising the quality of work and/or activity.
05
Describe your experience with working in an office with complex administrative duties. If this does not apply to you, please put N/A (see resume will not be accepted).
06
Briefly explain how you can stay organized when working with complex administrative issues and an office that has many moving parts. Please explain in detail.
07
How do you approach streamlining administrative processes to improve efficiency and productivity in the workplace?
Required Question