Administrative Assistant – General Services Department

City of Houston; Houston (TX); On-site; USD 36,000 - 52,000; Full time

Job summary

City of Houston is seeking an Administrative Assistant in the General Services Department, Security Management division, located at 611 Walker, 3rd Floor Annex. The role operates Monday–Friday, 7am–4pm, with duties including records management, budgeting support, and invoicing tasks.

The ideal candidate will have a Bachelor's degree and at least one year of administrative experience, with strong organizational and communication abilities.

Qualifications

• Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
• One-year administrative experience required; substitutions permitted year-for-year.
• Strong organizational and communication skills.

Responsibilities

• Manage office records retention and documentation.
• Monitor budgets and identify cost savings opportunities.
• Schedule meetings, prepare agendas, take minutes, manage training calendars, and maintain training files.
• Order office supplies and maintain inventory.
• Process invoices and purchase orders for payment.
• Handle confidential information and assist with special projects.

Skills

SAP Experience

Invoice Processing

Data Entry

Data Collection

Education

Bachelor's degree

Job description

Position Overview

Applications accepted from: All Persons Interested.

Job Classification: Administrative Assistant – General Services Department

Division/ Section: Security Management

Reporting Location: 611 Walker 3rd Floor Annex

Workdays and Hours: Monday – Friday, 7am-4pm *Subject to Change*

Description Of Duties / Essential Functions

General Service Department is seeking a highly organized and detail-oriented Administrative Assistant to support our team and ensure efficient day-to-day operations. The ideal candidate will handle a wide range of administrative and clerical tasks as well as working directly with the Deputy Director. This role requires strong organizational skills, the ability to thrive in a fast-paced environment, the ability to manage tasks and responsibilities independently, and excellent communication abilities to present information to various audiences effectively and confidently.

The Administrative Assistant (Capital Projects) duties include but are not limited to:

• Manage and maintain office records retention and documentation.
• Monitor program budgets and identify opportunities for cost savings.
• Perform administrative duties such as scheduling meetings, preparing agendas and reports, managing training calendars, taking meeting minutes, and maintaining training-related files.
• Order office supplies and maintain inventory levels to ensure operational efficiency.
• Reviews and ensures appropriate signature approvals on documents.
• Reviews and process invoices, department bills, purchase orders, etc., for submission for payment. Research problems with invoices to expedite payment of bills on time.
• Support division with administrative tasks as needed.
• Handle sensitive information with confidentiality.
• Assists with or performs special projects as assigned.

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.

This is a General Services Department Tier Level III position.

Minimum Requirements

Educational Requirements

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

Experience Requirements

One-year administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENT

None

PREFERENCES

• SAP Experience
• Invoice Processing
• Strong data collection and data entry skills
• 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: None

SAFETY IMPACT POSITION:

YES

Yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

Pay Grade:

17

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.

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.