ADMINISTRATIVE SPECIALIST

City of Houston, TX; Houston (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Houston invites applications for an Administrative Specialist within the Finance Director's Office/Business Operations Division. Reporting location is 611 Walker, Houston, with typical hours Monday–Friday, 8:00 a.m. to 5:00 p.m.

The role supports staff, handles budget work, and ensures compliance with administrative policies. The position requires a Bachelor's degree and at least three years of administrative experience; familiarity with financial processes and inventory reporting is

Qualifications

• Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
• Three (3) years of administrative experience is required.
• No professional license required.

Responsibilities

• Provide technical support to the Finance Department's growing staff.
• Assist with computer installations (desktop and laptop).
• Interpret and disseminate administrative policies and procedural revisions for staff implementation.
• Prepare and analyze the department's annual budget and budget revisions; monitor line-item balances.
• Manage and report the City's physical inventory levels for the Finance Department.
• Coordinate division/department administrative operations and special projects.

Skills

Administrative support

Budget analysis

Communication

Education

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

Tools

Microsoft Teams

Job description

ADMINISTRATIVE SPECIALIST

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

Department/Section: Finance Director's Office/Business Operations Division

Reporting Location: 611 Walker

Workdays & Hours: Monday - Friday/8:00 a.m. - 5:00 p.m. *

*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

• Provide additional technical support to the Finance Department's growing staff
• Assist with computer Installations (desktop and laptop)
• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Conduct ongoing maintenance for Finance BudPrep requirement
• Troubleshoot Finance issues and provide recommendations
• Provide Teams assistance (Creating, modifying, and Canceling Meetings)
• Prepares drafts on various departmental matters and edits material as required.
• Responds to written and telephone inquiries, requests and complaints from the general public.
• Prepares and analyzes the department's annual budget and budget revisions; manages expenditures and monitors line-item balances.
• Manage and report the City's physical inventory levels for the Finance Department
• Plans, initiates and implements programs and services to meet the immediate and long-range needs of the Finance department.
• Attends meetings and serve as department Safety Liaison.
• Researches, analyzes, and processes request to replenish outdated equipment.
• Participates in special projects as assigned by the department/division head.
• Coordinate division/department administrative operations, including fundraising project cost analysis, expenditure control and administrative procedures for recording.
• Other duties as assigned.

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

Department/Section: Finance Director's Office/Business Operations Division

Reporting Location: 611 Walker

Workdays & Hours: Monday - Friday/8:00 a.m. - 5:00 p.m. *

*Subject to change

• Provide additional technical support to the Finance Department's growing staff
• Assist with computer Installations (desktop and laptop)
• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Conduct ongoing maintenance for Finance BudPrep requirement
• Troubleshoot Finance issues and provide recommendations
• Provide Teams assistance (Creating, modifying, and Canceling Meetings)
• Manage low value inventory
• Prepares drafts on various departmental matters and edits material as required.
• Responds to written and telephone inquiries, requests and complaints from the general public.
• Prepares and analyzes the department's annual budget and budget revisions; manages expenditures and monitors line-item balances.
• Manage and report the City's physical inventory levels for the Finance Department
• Plans, initiates and implements programs and services to meet the immediate and long-range needs of the Finance department.
• Attends meetings and serve as department Safety Liaison.
• Researches, analyzes, and processes request to replenish outdated equipment.
• Participates in special projects as assigned by the department/division head.
• Coordinate division/department administrative operations, including fundraising project cost analysis, expenditure control and administrative procedures for recording.
• Other duties as assigned.

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.

MINIMUM REQUIREMENTS

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

MINIMUM EXPERIENCE REQUIREMENTS: Three (3) years of administrative experience is required.

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

MINIMUM LICENSE REQUIREMENTS: None

PREFERENCES

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: 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 20

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

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.