ADMINISTRATIVE ASSISTANT

City-of-Houston,-T; Houston (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

City of Houston is seeking an organized Administrative Assistant to support the Civil Service and EEO Section within the Workforce Governance and Compliance Division. The role emphasizes accuracy, confidentiality, and effective communication in a deadline-driven environment.

The successful candidate will handle hearings, notices, and case documents, coordinate meetings, and maintain records while upholding city policies and confidentiality standards.

Qualifications

• Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field, per job posting.

Responsibilities

• Provides administrative support for the daily operations of the Civil Service and EEO Section, including civil service proceedings, employee grievances, labor disputes, hearings, meetings, and other division activities.
• Drafts, proofs, prepares, and distributes correspondence, notices, memoranda, reports, meeting materials, and other administrative documents.
• Prepares and distributes notices of hearings, meetings, proceedings, and deadlines and monitors schedules to support timely communication and administrative processing.
• Coordinates case documents, maintains records, tracks deadlines, and supports the administrative processing of employee and labor dispute matters through final disposition.
• Distributes final decisions, awards, orders, and other official documents to appropriate parties and maintains documentation of their distribution.
• Creates and maintains reports, spreadsheets, logs, and tracking tools used to monitor caseloads, deadlines, outcomes, and compliance activities.
• Organizes, catalogs, archives, and retrieves records using approved electronic systems and maintains records in accordance with City procedures, applicable laws, retention requirements, and confidentiality standards.

Skills

Written communication

Verbal communication

Customer service

Multitasking

Attention to detail

Education

Bachelor's degree in Business Administration or related field

Tools

MS Office Suite

Outlook

Word

Excel

Teams

SharePoint

Job description

Applications accepted from: All persons Interested

Job Classification: Administrative Assistant

Department: Human Resources

Division: Workforce Governance & Compliance Division

Reporting Location: 611 Walker St. *Subject to Change

Workdays & Hours: Monday - Friday 8am - 5pm **SUBJECT TO CHANGE**

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The City of Houston Human Resources Department is seeking an organized, detail-oriented Administrative Assistant to support the Civil Service and EEO Section within the Workforce Governance and Compliance Division. The Division supports fair employment practices, regulatory compliance, and consistent workforce processes across the City. The Civil Service and EEO Section administers civil service matters, employee grievance and dispute processes, labor-related activities, equal employment opportunity functions, and disability accommodation processes.

The Administrative Assistant provides day-to-day administrative support in a deadline-driven environment where accuracy, confidentiality, sound judgment, professionalism, and effective communication are essential. The position works with employees, managers, Human Resources professionals, labor representatives, and other stakeholders and provides general procedural information regarding administrative processes and requirements.

The position requires the ability to manage multiple assignments and established deadlines while maintaining accurate records and handling confidential or sensitive information. The successful candidate must demonstrate professionalism, impartiality, discretion, attention to detail, organizational skills, and the ability to communicate procedural information clearly and appropriately without providing unauthorized legal, policy, or employment advice.

The Administrative Assistant performs the following duties and other related work as assigned:

• Provides administrative support for the daily operations of the Civil Service and EEO Section, including civil service proceedings, employee grievances, labor disputes, hearings, meetings, and other division activities.
• Drafts, proofreads, prepares, and distributes correspondence, notices, memoranda, reports, meeting materials, and other administrative documents.
• Prepares and distributes notices of hearings, meetings, proceedings, and deadlines and monitors schedules to support timely communication and administrative processing.
• Coordinates case documents, maintains records, tracks deadlines, and supports the administrative processing of employee and labor dispute matters through final disposition.
• Distributes final decisions, awards, orders, and other official documents to appropriate parties and maintains documentation of their distribution.
• Creates and maintains reports, spreadsheets, logs, and tracking tools used to monitor caseloads, deadlines, outcomes, and compliance activities.
• Organizes, catalogs, archives, and retrieves records using approved electronic systems and maintains records in accordance with City procedures, applicable laws, retention requirements, and confidentiality standards.
• Reviews submissions for completeness and adherence to established administrative procedures and follows up as needed to obtain missing or incomplete information.
• Responds to inquiries and provides general procedural information regarding Civil Service and EEO processes, forms, deadlines, and administrative requirements.
• Gathers and compiles information, conducts administrative research, and prepares materials for review by division leadership or other appropriate staff.
• Coordinates meetings and hearings, including scheduling participants, communicating meeting details, reserving facilities, preparing materials, and maintaining related records.
• Serves as an administrative liaison with City departments and other stakeholders to obtain information, coordinate activities, and facilitate the timely completion of assigned responsibilities.
• Handles confidential and sensitive information with discretion and in accordance with applicable City policies, procedures, laws, and confidentiality requirements.
• Assists with special projects, process-related activities, and other administrative functions in support of the Workforce Governance and Compliance Division.

WORKING CONDITIONS

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

EDUCATION 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

PREFERENCE MAY BE GIVEN TO APPLICANTS WHO POSSESS ONE OR MORE OF THE FOLLOWING:

• Experience providing administrative support in Human Resources, employee relations, labor relations, civil service, legal, compliance, regulatory, or other process-driven environments.
• Experience providing administrative support for hearings, grievances, appeals, investigations, administrative proceedings, or other formal employee or labor-related processes.
• Experience drafting, proofreading, formatting, and distributing professional correspondence, notices, memoranda, reports, and other official documents.
• Experience maintaining confidential or sensitive personnel, legal, case-related, or other protected records.
• Experience using electronic document management or records management systems to organize, maintain, archive, and retrieve records.
• Experience maintaining case-management information, tracking deadlines, preparing reports and spreadsheets, and managing multiple assignments with competing priorities.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and SharePoint.
• Strong written and verbal communication skills, with demonstrated experience providing customer service and communicating procedural information to employees, supervisors, managers, or members of the public.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, work independently within established procedures, manage competing priorities, and accurately complete assignments with limited supervision.

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.

SELECTION/SKILLS TESTS REQUIRED

None

SAFETY IMPACT POSITION

No

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

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.