What are the responsibilities and job description for the Administrative Specialist - DWO position at City of Houston, TX?
POSITION OVERVIEW
Service Line: Drinking Water Operations
Section: S.A.D. Office
Reporting Location: Various
Workdays & Hours: Monday - Friday; 7:00 am – 4:00 pm*
- Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Houston Water, Drinking Water Operations (DWO) Branch is seeking an Administrative Specialist to join its Senior Assistant Director’s Team. Successful candidate will perform analytical and administrative functions associated with organizing the activities of the assigned section. Must work well in a fast-paced team environment and demonstrate excellent leadership and initiative.
Key Responsibilities
- Interprets and implements rules, regulations, policies and procedures.
- Drafts and implements standard operating procedure (SOP) revisions.
- Conducts analysis and develops flow charts for process improvements.
- Reviews and develops filing protocol for incoming documentation, reports, and personnel actions.
- Prepares summary reports.
- Complete/maintain files/reports to monitor, issue, receive and salvage communication devices.
- Composes internal and external correspondence.
- Generate reports, maintain inventory and create surveys.
- Obtains proper signatures to expedite documents, personnel actions, reimbursements, travel authorization, etc.
- Organizes, schedules, and prepares documentation for meetings and training sessions.
- Coordinates staff services, such as procurement, interviews, budget monitoring, customer service, and office management.
- Scans and uploads documents.
- Serve as the Branch Records Management Coordinator
- Coordinate/Assist with Texas Public Information Act (TPIA) requests
- Participates in special projects as assigned.
WORKING CONDITIONS
This 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 is a Department of Houston Public Works Emergency Management position at the Tier II Level.
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.
PREFERENCES
Preferences will be given to individuals who can demonstrate:
- Excellent communicator skills– able to deal effectively with people at all levels across a multicultural environment
- Excellent verbal communication skills 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
- Have experience/license with DocuSign, Adobe Pro and Visio
- Have experience with Records Management, Human Resource processes, and TPIA requests
- 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.
GENERAL INFORMATION
SELECTION/SKILLS TESTS REQUIRED
Department may administer skills assessment test.
SAFETY IMPACT POSITION - 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
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 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 832.393.6032.
"If you need special services or accommodations, call 832-393-6032. (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 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.
901 Bagby St
Houston, Texas, 77002
