What are the responsibilities and job description for the Administrative Associate position at City of Houston, TX?

Salary : $19.23 - $23.29 Hourly

Location : 901 Bagby

Job Type : Full Time

Job Number : 35934

Department : Controller's Office

Opening Date : 01 / 08 / 2025

Closing Date : 1 / 15 / 2025 11 : 59 PM Central

POSITION OVERVIEW

Applications accepted from : All Persons Interested

Section : Operations Division - Administration Section

Reporting Location : 901 Bagby St., 6th Floor

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

Subject to change

DESCRIPTION OF DUTIES / ESSENTIAL FUNTIONS

Under the guidance of the City Controller or designee, the Administrative Associate provides essential administrative and clerical support to the City Controller's Office, ensuring the smooth operation of office functions. This role is responsible for maintaining records, preparing reports, coordinating schedules, and assisting with financial and compliance tasks in accordance with municipal regulations. In addition, the Administrative Associate serves as the primary receptionist for the City Controller's Office.

The Administrative Associate's duties will include but are not limited to :

Manage correspondence, including emails, memos, and reports, and ensure timely communication within and outside the department.

Maintain and organize office files, records, and documents, ensuring compliance with recordkeeping regulations.

Compile, input, and update financial and operational data in relevant systems.

Compiles data for use in a variety of reports, surveys, inventories and studies.

Assist in preparing routine and ad hoc reports, including financial summaries and compliance audits.

Conduct basic analysis of data and provide recommendations to supervisors as needed.

Serve as the first point of contact for internal and external inquiries, providing accurate information or redirecting to appropriate personnel.

Handle requests from other city departments, vendors, and constituents with professionalism.

Monitor and order office supplies to maintain inventory levels and enter work orders.

Time stamp and distribute all incoming contracts and ordinances.

Assist in processing invoices, purchase orders, and other financial transactions.

Support special projects or initiatives as directed by the City Controller or division management team.

Provides technical guidance and assistance to clerical staff.

Performs other duties as requested.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

No experience is 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 candidates that can conduct in-depth analyses of city operations across various departments to identify inefficiencies, bottlenecks, and areas for improvement. In addition, preference will be given to candidates with a track record of working with department heads to map and assess key operational processes, focusing on aligning them with budgetary constraints and organizational goals. Ideal candidate will be able to evaluate operational performance and make recommendations to enhance service delivery while optimizing resource utilization.

KEY SKILLS AND ABILITIES

Strong leadership track record.

Ability to plan, organize, and prioritize work assignments.

Exceptional verbal and written communication skills.

Use of appropriate written and verbal language and grammar with minimal errors.

Exceptional attention to detail.

Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.

Strong organizational and time-management skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with database systems.

Ability to handle sensitive and confidential information with discretion.

Detail-oriented with strong problem-solving abilities.

Preference shall also 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 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.

SALARY INFORMATION GENERAL FUNDED

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 13

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 : or call 832-393-8085.

If you need special services or accommodations, call 832-393-8085. (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

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

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?

Are you a current City of Houston employee, working in the Controller's Office?

What is the highest level of education you have obtained?

High School Diploma / GED

Associate's Degree in Business Administration, Liberal Arts, or a related field

Bachelor's Degree or higher in Business Administration, Liberal Arts, or a related field

None of the above

If you selected you have a degree, please list your degree and what field of study it was completed in.

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

Less than 1 year

1 year but less than 2 years

2 years but less than 4 years

4 years or more

No experience

Please indicate your level of proficiency with the Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).

BASIC MICROSOFT OFFICE : 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 : 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 : 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

EXPERT : Produce table of contents, footnotes, endnotes, bookmarks, manage Macro commands, and create MS Excel applications, managing multiple calendars.

No Experience

If you have not attached a resume to this application, please do so before submitting. (Please add, "Resume" in the text)

Required Question

Salary : $19 - $23

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