Administrative Coordinator

City & Borough of Sitka Alaska; Houston (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

City of Houston seeks an Administrative Coordinator to support the Houston Public Works Public Information Act program, handling high-volume open records requests, tracking compliance, and coordinating across divisions. This role requires discretion, organization, and independent judgment.

The position involves intake, review, deadlines, and collaboration with the Legal Department, GovQA, and other systems. A Bachelor's degree and 5 years of admin experience are required.

Qualifications

• Requires a Bachelor's degree in Business Administration, Liberal Arts, or a closely related field.
• Five years of administrative experience required; substitutions allowed with advanced degrees.

Responsibilities

• Coordinates day-to-day handling of public information requests under the Texas Public Information Act (TPIA).
• Reviews requests for scope, deadlines, and confidentiality issues; coordinates with divisions and Legal Department.
• Monitors deadlines and status using GovQA and other systems; escalates complex matters as needed.
• Prepares correspondence, reports, and reference materials; supports process improvements.
• Acts as backup to TPIA program lead and assists with special projects.

Skills

Organizational skills

Analytical skills

Critical thinking

Communication skills

MS Office proficiency

Education

Bachelor's degree in Business Administration or Liberal Arts

Tools

GovQA

Infor

Talent Management Systems

Job description

Administrative Coordinator | Career Pages page has loaded.

Applications accepted from: All Persons Interested

Service Line / Section: Director's Office / Policy Management & Legislative Affairs

Reporting Location: 611 Walker St, Houston, TX 77002, USA *

Workdays & Hours: Mon. - Fri., 7:30 a.m. - 4:30 p.m. *Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Director’s Office, Policy Management and Legislative Affairs Team, is seeking an Administrative Coordinator to join its team. The primary focus of this position is to support the coordination and administration of the Houston Public Works Public Information Act (TPIA) program, including coordinating high-volume public information operations, tracking compliance activities, and facilitating collaboration across multiple Divisions. This role regularly handles sensitive and complex public information matters and requires a high degree of discretion, professionalism, organization, and independent judgment.

The Administrative Coordinator serves as one of the contacts for matters relating to Houston Public Works open records requests and subpoenas and supports department divisions in ensuring compliance with applicable federal, state, and municipal laws, policies and procedures.

• Coordinates the day-to-day handling of Houston Public Works public information requests under the Texas Public Information Act (TPIA), including intake, assessment, tracking, records collection, review, response preparation, and closure.
• Reviews and evaluates requests to determine scope, applicable deadlines, responsible Divisions, responsive records, and potential confidentiality, redaction, or other issues requiring additional review or escalation.
• Researches and applies the Texas Public Information Act, Attorney General guidance, applicable statutes, City policies, and departmental procedures to support accurate, consistent, and timely responses.
• Coordinates with Administrative Specialists, departmental divisions, and the Legal Department on records collection, complex or sensitive requests, legal review, redactions, Attorney General rulings, subpoenas, and litigation-related matters.
• Monitors active requests, statutory deadlines, assignments, and outstanding actions using GovQA and other departmental systems.
• Identifies potential delays or compliance concerns and takes appropriate follow up action.
• Provides guidance to Administrative Specialists and departmental personnel regarding established TPIA procedures, records collection, response requirements, confidentiality considerations, and request tracking, while escalating complex matters to the TPIA program lead as appropriate.
• Prepares, reviews, and revises TPIA correspondence, response letters, reports, procedures, reference materials, and other documentation.
• Assists with identifying workflow issues and opportunities to improve the efficiency and consistency of TPIA operations.
• Assists the TPIA program lead with operational reporting, workload and request trend analysis, regulatory updates, training, special projects, and implementation of TPIA procedures and process improvements.
• Serves as a designated operational backup to the TPIA program lead as proficiency and experience are demonstrated, providing continuity of day-to-day TPIA operations during periods of absence, monitoring critical deadlines, coordinating outstanding matters, and escalating complex or sensitive issues requiring program lead or legal review.
• May assist with special projects as assigned.

High-Performing: Able to collaborate with dozens of employees ensuring thousands of requests received monthly are responded to accurately and within deadline.

Knowledge: Familiar with the GovQA platform utilized by the city to track and monitor open records requests.

Articulate: Able to write and converse clearly with the public and city employees to ensure accuracy.

Focused: Understands the importance of ensuring records requests are responded to accurately and within deadline. Takes ownership of assignments.

Critical Thinking: Able to analyze documents and determine the importance of legally redacting information made available to the public.

Flexible: When instructed, is able to adapt and understand revisions to the Texas Public Information Act.

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 conditioning.

This is a Houston Public Works position at the Tier I II Level.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

Substitution: Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

EXPERIENCE REQUIREMENTS

Five (5) years of administrative experience are required.

Substitution: A Master's degree in Business Administration, Public Administration or a field closely related to the work being performed may be substituted for two (2) years of experience.

LICENSE REQUIREMENTS

None

PREFERENCES

• Experience responding to open records requests.
• Knowledge of federal, state, and municipal public records laws, retention requirements, and compliance practices.
• Experience utilizing GovQA or similar records request tracking systems.
• Strong organizational, analytical, and critical-thinking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications including Word, Excel, Outlook, and Teams.
• Experience with Infor, Talent Management Systems, or related enterprise systems.
• Ability to exercise discretion and maintain confidentiality while handling sensitive information.
• Ability to collaborate with staff regarding records management and compliance procedures.

Preference shall also 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

However, the department may administer a skills assessment test.

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

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

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.