ADMINISTRATIVE SPECIALIST

ADMINISTRATIVE SPECIALIST

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ADMINISTRATIVE SPECIALIST

Salary

53,612.00 - $64,927.00 Annually

Location

900 Bagby-City Hall Annex

Job Type

Full Time

Job Number

35971

Department

Legal

Opening Date

01 / 14 / 2025

Closing Date

1 / 21 / 2025 11 : 59 PM Central

Description

Benefits

Questions

POSITION OVERVIEW

Applications accepted from : ALL PERSONS INTERESTED

Section : OFFICE OF INSPECTOR GENERAL

Location : 900 BAGBY, HOUSTON, TX

Workdays & Hours : MONDAY – FRIDAY 8 : 00 AM – 5 : 00 PM

• Subject to Change

LEGAL DEPARTMENT

The City of Houston Legal Department strives to provide the highest quality municipal legal services to the City in the most efficient manner feasible through adherence to the following guiding principles :

Quality & Service – Achieving high customer satisfaction as judged by our clients

Partnership & Teamwork – Working cooperatively internally and with our clients to achieve the City's goals

Integrity & Candor – Acting with a commitment to honesty and ethical behavior

Dignity & Diversity – Demonstrating esteem for the worth of each individual

Innovation & Imagination – Seeking novel and creative approaches to achieving the City's objectives

Composed of approximately 100 of Houston’s finest attorneys working in 10 legal practice sections, the OCA handles personal injury, commercial and civil rights litigation, major commercial and real estate transactions, and a diverse array of human resources, labor and employment matters, while also counseling the municipal corporation on economic development, constitutional, election matters, ethics and quality of life matters, and preparing City ordinances governing Houston and its citizens.

Every member of the OCA must be committed to “Service Through Law.”

ESSENTIAL JOB FUNCTIONS

The City of Houston Legal Department’s Office of Inspector General (OIG) seeks a skilled, energetic, team-oriented Administrative Specialist who is self-motivated and can work independently on various assignments. The Administrative Specialist is expected to handle matters expeditiously, proactively, and follow-through on projects to successful completion, often while managing competing priorities and deadlines. The Administrative Specialist will support the Section Chief and other section members, as needed.

Responsibilities include, but are not limited to :

Performing the intake function for OIG, including interviewing, documentation, record-keeping, and fulfillment

Performing case management, from intake to closure

Mastering the computerized case management program and using it for minimizing paper and maximizing efficiency

Fulfilling TPIA requests

Ordering supplies

Assisting with reimbursements

Preparing agendas and reports and facilitating staff meetings

Working effectively with the Section Chief for smooth administration, scheduling, fulfillment, and follow-up

Managing calendar appointments, including those reflecting various duty assignments.

Preparing meeting binders / notes and other items necessary for various meetings.

Preparing documents, including composing, transcribing, formatting, inputting, editing and responsibly arranging accountable delivery

Create and update budgeting and various weekly and monthly reports.

Opening, maintaining, and closing files.

Facilitate signatures.

Perform administrative tasks such as copying, scanning, or faxing documents.

Working in Word, Outlook, Excel, SharePoint, HighQ, Westlaw, DocuSign, and other software programs.

Assist walk-in citizens filing complaints with the Office of Policing Reform and Accountability by helping them complete and notarize signed affidavits.

Other duties as needed. This job description is not to be construed as all-inclusive. Instead, the job duties listed above are intended to describe the general nature, type, and level of work to be performed.

WORKING CONDITIONS

This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

MINIMUM REQUIREMENTS

EDUCATION :

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

EXPERIENCE :

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

Preference will be given to applicants with :

Strong Intake experience

Strong Interviewing experience

Case-management software experience

Warm interpersonal skills

Excellent writing skills

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED : None

All applicants will be expected to provide a writing sample and transcripts.

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

Salary Range : $53,612 - $64,927

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 : or call (832) 393-6214.

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.

If you need special services or accommodations, call (832) 393-6214.

If you need login assistance or technical support call (855) 524-5627.

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

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 education and experience?

Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and AT LEAST three (3) but less than five (5) years of professional administrative experience.

Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and MORE THAN five (5) years of professional administrative experience.

Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and LESS THAN three (3) years of professional administrative experience.

Associate degree in Business Administration, Liberal Arts or a related field and AT LEAST five (5) but less than seven (7) years of professional administrative experience.

Associate degree in Business Administration, Liberal Arts or a related field and MORE THAN seven (7) years of professional administrative experience.

Associate degree in Business Administration, Liberal Arts or a related field and LESS THAN five (5) years of professional administrative experience.

High School Diploma / GED and AT LEAST seven (7) but less than ten (10) years of professional administrative experience.

High School Diploma / GED and MORE THAN ten (10) years of professional administrative experience.

High School Diploma / GED and LESS THAN seven (7) years of professional administrative experience.

None of the above

Please indicate your level of proficiency in Office 365 (Word, Access, Excel, PowerPoint, OneDrive, SharePoint, Outlook, and TEAMS).

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 (VLOOKUP, 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.

Please provide a detailed description of your intake, interviewing, and case management experience in your current role or previous role. If no experience, put N / A. (Please note, see resume will delay your application)

Upon request, are you able to provide a writing sample to demonstrate your excellent writing skills?

Are you a notary?

Please identify the areas below in which you have at least two years of experience. (CHECK ALL THAT APPLY)

Intake interviewing

Case-management software

Proofreading

I have no related experience.

How many years of experience do you have working in a legal or human-resources environment?

I have less than 4 years of experience.

I have 4 years but less than 8 years of experience.

I have 8 years but less than 10 years of experience.

I have more than 10 years of experience.

Are you an employee of the City of Houston Legal Department or Human Resources Department?

Required Question

Salary : $53,612 - $64,927