ADMINISTRATIVE SPECIALIST

City of Houston; Houston (TX); On-site; USD 47,000 - 61,000; Full time

Job summary

City of Houston is seeking an Administrative Specialist in the Human Resources department to support the EAP team with scheduling, correspondence, and data systems development.

The role requires a Bachelor's degree and 3 years of administrative experience, with strong communication and multi-tasking abilities. Preferred: experience in medical/mental health office, EMR systems like EPIC or Cerner, and advanced Microsoft tools.

Qualifications

• Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
• Three years of administrative experience required; substitution allowed on a year-for-year basis.
• Experience as an office manager for a mental health or medical office preferred.
• Strong written and verbal communication skills; detail oriented and able to multi-task.

Responsibilities

• Schedule new patient intake and orientation for EAP programs.
• Advanced document design and production; drafts correspondence and reports.
• Develop technological solutions and systems for internal information management.
• Coordinate meetings (virtual and in-person) with internal and external partners.

Skills

Word

Excel

PowerPoint

Adobe Suite

Microsoft Teams

Microsoft Forms

Data management

Documentation

Education

Bachelor's degree in Business Administration/Liberal Arts

Tools

EPIC

Cerner

Job description

Position Overview

Job Classification: Administrative Specialist

Department: Human Resources

Division: HRD-Strategic Benefits Administration & OPS

Reporting Location: 602 Sawyer St., Suite 410 *Subject to Change*

Workdays & Hours: MONDAY – FRIDAY 8:00 AM – 5:00 PM* *Subject to Change*

Description Of Duties/Essential Functions

We are currently seeking an Administrative Specialist that will perform professional administrative functions related to scheduling new patients, inquiry response management, preparing communication materials, developing and implementing limited EAP programs, policies and procedures for the Employee Assistance Program (EAP) team. This role will serve as the communications and data management hub for the team. The selected candidate will create high level databases, spreadsheets, communications and tracking systems for various EAP initiatives, with a proficiency of super-user in Microsoft Word, Excel, and PowerPoint. Will coordinate meetings (virtual and in-person) and programs, involving internal and external partners and resources.

Responsibilities Include, But Not Limited To The Following

• Scheduling new patient intake and orientation with EAP programs.
• Advanced document design and production
• New patient intake and managing the schedule for the office.
• Developing technological solutions and systems for internal information management
• Drafts correspondence, reports and other documents
• Proofs/edits documents for accuracy, content and format
• Prepares periodic and special reports, gives presentations and patient communication
• Compiles and maintains department reference information
• Performs other duties as assigned and requested

WORKING CONDITIONS

There are no major sources of discomfort, i.e. essentially normal office environment with acceptable lighting, temperature and air conditions.

Minimum Requirements

EDUCATION REQUIREMENTS

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

Experience Requirements

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

License Requirements

None

PREFERENCES

A strong preference will be given to candidates that have experience as an office manager for a mental health or medical office. Experience with EMR applications such as EPIC, Cerner, etc. will be given strong consideration. Preference shall be given to those candidate(s) that possess excellent verbal and written communication skills. Detail oriented, with the ability to multi-task, prioritize and quickly adapt to a fast-paced and changing environment. Advanced computer skills; document production and experience with the Adobe suite, Microsoft Teams, Microsoft Forms, and Excel reports. Demonstrated project management experience is a plus.

• 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

Department may administer skills assessment test

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

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.