ADMINISTRATIVE COORDINATOR

City-of-Houston,-T; Houston (TX); On-site; USD 48,000 - 70,000; Full time

Job summary

City of Houston’s Public Health Services Branch seeks an Administrative Coordinator to manage IT computer equipment inventory. You will maintain records, perform counts, and coordinate with HHD IT to ensure timely replenishment and minimal discrepancies.

Requires a Bachelor's degree and five years of administrative experience; veteran-friendly rules apply. This grant-funded role supports adherence to DSHS guidelines and fosters robust inventory processes across the bureau.

Qualifications

• Five years of administrative experience are required.
• Proven experience in inventory management, preferably in a computer or IT environment.
• Proficiency with inventory management software and advanced skills in spreadsheet programs like Microsoft Excel and other software programs.
• Strong analytical, problem-solving, and organizational skills.
• Excellent attention to detail and communication skills.
• Ability to forecast and analyze data effectively.
• Ability to work independently and as part of a team.

Responsibilities

• Maintain accurate computer inventory records through WASP HHD management information system and excel spreadsheet.
• Conduct regular physical inventory counts and audits on computer equipment to ensure accuracy, compliance, and reconcile discrepancies.
• Monitor stock levels and coordinate with HHD IT to ensure timely replenishment of computer equipment while avoiding stockouts or overstocking.
• Collaborate with IT, and other department areas to forecast and understand inventory needs.
• Develop and implement inventory control procedures and ensure salvage computer equipment is being disposed properly, per grantor recommendations
• Analyze inventory data to generate reports and provide insights to upper management when needed.
• Manage the storage and transfer of computer equipment.
• Investigate and resolve inventory discrepancies and issues.
• Stay updated on technological trends and equipment lifecycles.
• Abreast of DSHS and Federal guidelines on computer inventory control items.
• Coordinate with the department on the DSHS GC-11 report and get information back to the grantor on all equipment that’s in use or not in use, and equipment that has been salvaged.
• Have a tracking mechanism for newly purchased equipment and coordinate with HHD IT on deployment dates to Bureau staff.

Skills

Inventory management

Analytical skills

Problem solving

Attention to detail

Communication skills

Forecasting data

Teamwork

Education

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

Tools

Inventory management software

Microsoft Excel

Job description

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

PN: 39684

Division: Public Health Services Branch

Section: HIV/STI and Viral Hepatitis Prevention

Reporting Location: 8000 N. Stadium Dr.

Workdays & Hours: Monday – Friday 8:00 AM-5:00 PM*

*Subject to Change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

HHD seeks an Administrative Coordinator to serve as inventory management personnel in the Bureau of HIV/STI and Viral Hepatitis Prevention. This position will report to the Administration Manager. The successful applicant will implement inventory control procedures around IT computer equipment and collaborate with HHD IT to ensure inventory discrepancies are fixed timely.

• Maintain accurate computer inventory records through WASP HHD management information system and excel spreadsheet.
• Conduct regular physical inventory counts and audits on computer equipment to ensure accuracy, compliance, and reconcile discrepancies.
• Monitor stock levels and coordinate with HHD IT to ensure timely replenishment of computer equipment while avoiding stockouts or overstocking.
• Collaborate with IT, and other department areas to forecast and understand inventory needs.
• Develop and implement inventory control procedures and ensure salvage computer equipment is being disposed properly, per grantor recommendations
• Analyze inventory data to generate reports and provide insights to upper management when needed.
• Manage the storage and transfer of computer equipment.
• Investigate and resolve inventory discrepancies and issues.
• Stay updated on technological trends and equipment lifecycles.
• Abreast of DSHS and Federal guidelines on computer inventory control items.
• Coordinate with the department on the DSHS GC-11 report and get information back to the grantor on all equipment that’s in use or not in use, and equipment that has been salvaged.
• Have a tracking mechanism for newly purchased equipment and coordinate with HHD IT on deployment dates to Bureau staff.

WORKING CONDITIONS

This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

Five years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

A Master's degree in Business Administration, Public Administration or a field closely related to the work being performed may be substituted for two years of experience.

LICENSE REQUIREMENTS

None.

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.

• Proven experience in inventory management, preferably in a computer or IT environment.
• Proficiency with inventory management software and advanced skills in spreadsheet programs like Microsoft Excel and other software programs that may be relevant to the position.
• Strong analytical, problem-solving, and organizational skills.
• Excellent attention to detail and communication skills.
• Ability to forecast and analyze data effectively.
• Ability to work independently and as part of a team.

SELECTION/SKILLS TESTS REQUIRED

Application review and/or interview. However, the Department may administer a skill assessment evaluation.

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 24

SALARY INFORMATION

GRANT FUNDED POSITION

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

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.