Position Overview
Applications Accepted From: ALL PERSONS INTERESTED
PN: 34743
Division: Human Services
Section: Aging
Workdays & Hours: Mon - Fri 8:00 am – 5:00 pm
*
Description Of Duties/Essential Function
- Be highly connected to Management Teams activities and display initiative to be proactive and anticipate their needs
- Handle very sensitive, confidential, and proprietary matters on a routine basis with discretion
- Handle administrative duties with minimal supervision such as managing schedules, covering telephones, coordinating meetings (teleconferences, video teleconferences, and webinars), preparing reports, presentations, and expense reports in compliance with the departments and City of Houston travel policies, reconciling issued credit card accounts, etc.
- Perform general office duties including making copies, filing, distributing mail and ordering supplies
- Create and edit documents and general correspondence
- Refer and handle matters requiring attention in the Bureau Chief’s absence
- Prepare and maintain files and various agencies databases
- Assist with the agency’s billing processes and with processing external invoices
- Enter time sheet information and prepare reports
- Coordinate travel arrangements including making airline, hotel and car arrangements, monitoring travel and updating traveler with any changes
- Use the internet for research and business purposes
- Network with other assistants to strengthen relationships and leverage knowledge of department and agency processes and practices
- Other duties as assigned
- Intermediate level expertise in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage, schedule management and database management (e.g. Microsoft Word, Excel, PowerPoint, Microsoft Access)
- Demonstrated ability to work in an atmosphere dealing with highly confidential and privileged matters
Other Job Requirements
- Ability to accomplish tasks with minimal supervision
- Strong interpersonal and communication skills, both written and verbal
- Experience interfacing with various levels of management including top-level directors
- Superior organizational skills, judgment, and flexibility
- Team player
- Excellent customer service and telephone skills
- Superior follow-up and attention to detail
- Ability to work quickly and accurately
- Excellent proofreading skills
- Demonstrated ability to multi-task, work in a fast-paced environment, and prioritize workload
- Prompt storage and retrieval of information
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.**
- High School Diploma or equivalent appropriate General Certificates of Secondary Education
- Expert computer and software skills to include the use of word processing and email as well as the expert use of spreadsheets and electronic presentations
- Strong interpersonal and communication skills, both oral and written
- Strong organizational skills
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 No
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 INFORMATIONGRANT FUNDED 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 832-393-4882.
If you need special services or accommodations, call (832-393-4882). (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.