Administrative Assistant

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Description
Benefits
Questions
POSITION OVERVIEW
Applications accepted from: ALL PERSONS INTERESTED
Job Classification: ADMINISTRATIVE ASSISTANT
Posting Number: PN#27973
Division: PROPERTY DIVISION
Reporting Location: 1202 WASHINGTON AVE
Workdays & Hours: MONDAY – FRIDAY; 8 AM – 4 PM*
*Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS:
Performs professional administrative functions related to the development and implementation of policies and procedures in the assigned department.
RESPONSIBILITIES:
Prepares purchase requisitions, bids and quotes according to budgetary guidelines.
Prepares SAP reports and posts divisional requisitions
Tracks divisional purchases.
Prepares, enters, maintains, and submits all time reports (including absences and overtime) in Kronos for both civilian staff and classified staff.
Drafts correspondence, reports and other documents; proof/edits documents for accuracy, content and format.
Organizes inventorying, cataloging, retention, and retrieval of department documents.
Assists in the coordination of department staff services, such as personnel, purchasing, storekeeping, public relations, and office management.
Acts as divisional budget coordinator and time keeper.
Prepares periodic and special reports; compiles information and maintains department reference information.
Conducts administrative research and long-range planning studies on special management activities.
Investigates problems/potential problems by means of written and verbal communications; prepares findings and recommends solutions.
Interacts positively with citizens, representatives of other agencies, vendors, and other city departments.
All duties and responsibilities may not be included in the above job descriptions.
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.

“Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required.”
If applicable, the applicant’s past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS:
Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field.
EXPERIENCE REQUIREMENTS:
One year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS:
None.
PREFERENCES
Preferences will be given to candidates who have the experience listed below:
• Possesses knowledge of budgetary procedures
• Proficient in SAP
• Microsoft excel and word experience
• Strong communication skills, orally and in writing
**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 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.
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 17
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 a
t:
****To view your detailed application status, please log-in to your online profile by visiting: ****or ****.
If you need special services or accommodations, ****. (TTY 7-1-1)

If you need login assistance or technical support ****.

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.
EEO Equal Employment Opportunity
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
• 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 ****01
What is the highest level of education you have obtained?
High School diploma/GED
Associate's degree
Bachelor's degree or higher
02
If you answered that you have a college degree what was your field of study?
Business Administration
Liberal Arts
Closely related field of study
Non-related field of study
I do not have a degree
03
If selected Closely related field of study or Non-related field of study, please indicate the degree you've obtained (see resume is not acceptable, if statement does not apply please insert N/A).
04
How many years of professional administrative experience do you have?
Less than one year
One year, but less than 2 years
2 years, but less than 3 years
3 years, but less than 4
4 years, but less than 5
5 years or more
05
Work setting experience - Administrative Assistant (check all that apply):
Compile and maintain reports
Compose, draft and edit correspondence
Planning and implementing activities
Handle special projects
Possesses knowledge of budgetary procedures
Proficient in SAP
Strong communication skills, orally and in writing
None of the above
06
Please indicate your level of proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).
BEGINNER: Perform daily word processing tasks, enter and correct data, modify a workbook, format a Worksheet, creates a new e-mail message, checking e-mail.
INTERMEDIATE: Basic formatting and create a variety of templates, merges; manage table data, sort and filter merges, reply, forward, print and delete an e-mail message.
ADVANCED: Manage table data, sort and filter merges, advanced techniques for analyzing and manipulating data in Excel. 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, manage Macro commands, and create MS Excel applications, managing multiple calendars.
No Experience
07
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
Required Question
Agency
City of Houston
Website
****Address
ONLINE SUBMISSIONS REQUIRED
Houston, Texas, 77002

Company info

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