ADMINISTRATIVE ASSOCIATE

City of Houston; Houston (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

The City Controller's Office Administrative Associate provides essential clerical support, maintains records, and prepares reports to ensure smooth office operations. This role handles coordinating schedules, processing invoices, and assisting with financial and compliance tasks under the guidance of the City Controller or designee.

Primary receptionist duties and dissemination of information to internal and external stakeholders are included, with opportunities to work on special projects and

Qualifications

• Requires a Bachelor's degree in Business Administration, Liberal arts or a related field.
• No experience required; professional admin experience may substitute for education on a year-for-year basis.

Responsibilities

• Provide essential administrative and clerical support to City Controller's Office.
• Maintain records, prepare reports, coordinate schedules, and assist with financial/compliance tasks.

Skills

Leadership

Planning & organizing

Communication

Detail orientation

Time management

MS Office

Database familiarity

Discretion

Education

Bachelor's degree in Business Administration/Liberal arts or related

Tools

Microsoft Office Suite

Database systems

Job description

APPLICATIONS ACCEPTED FROM:

ALL PERSON INTERESTED

DIVISION:

OPERATIONS DIVISION - ADMINISTRATION SECTION

REPORTING LOCATION:

901 BAGBY ST., 6TH FL.

WORKDAYS & HOURS:

MONDAY - FRIDAY 8AM - 5PM*
*Subject to change

DESCRIPTION OF DUTIES/ ESSENTIAL FUNCTIONS

Under the guidance of the City Controller or designee, the Administrative Associate provides essential administrative and clerical support to the City Controller's Office, ensuring the smooth operation of office functions. This role is responsible for maintaining records, preparing reports, coordinating schedules, and assisting with financial and compliance tasks in accordance with municipal regulations. In addition, the Administrative Associate serves as the primary receptionist for the City Controller’s Office.

The Administrative Associate’s duties will include but is not limited to:

• Manage correspondence, including emails, memos, and reports, and ensure timely communication within and outside the department.
• Maintain and organize office files, records, and documents, ensuring compliance with recordkeeping regulations.
• Compile, input, and update financial and operational data in relevant systems.
• Compiles data for use in a variety of reports, surveys, inventories and studies.
• Assist in preparing routine and ad hoc reports, including financial summaries and compliance audits.
• Conduct basic analysis of data and provide recommendations to supervisors as needed.
• Serve as the first point of contact for internal and external inquiries, providing accurate information or redirecting to appropriate personnel.
• Handle requests from other city departments, vendors, and constituents with professionalism.
• Monitor and order office supplies to maintain inventory levels and enter work orders.
• Time stamp and distribute all incoming contracts and ordinances.
• Assist in processing invoices, purchase orders, and other financial transactions.
• Support special projects or initiatives as directed by the City Controller or division management team.
• Provides technical guidance and assistance to clerical staff.
• Performs other duties as requested.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. but may periodically be subject to outdoor conditions.

EDUCATION REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

No experience required. Professional administrative experience may be substituted for the above education requirement on a year for year basis.

LICENSE REQUIREMENTS

None.

Preference will be given to candidates who can conduct in-depth analyses of city operations across various departments to identify inefficiencies, bottlenecks, and areas for improvement. In addition, preference will be given to candidates with a track record of working with department heads to map and assess key operational processes, focusing on aligning them with budgetary constraints and organizational goals. The ideal candidate will be able to evaluate operational performance and make recommendations to enhance service delivery while optimizing resource utilization.

KEY SKILLS AND ABILITIES

• Strong leadership track record.
• Ability to plan, organize, and prioritize work assignments.
• Exceptional verbal and written communication skills.
• Use of appropriate written and verbal language and grammar with minimal errors.
• Exceptional attention to detail.
• Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
• Strong organizational and time‑management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with database systems.
• Ability to handle sensitive and confidential information with discretion.
• Detail‑oriented with strong problem‑solving abilities.

**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

Department may administer skills assessment test.

All new and rehires must pass a pre‑employment drug test and are subject to a physical examination and verification of information provided.

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:

13

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.