Administrative Specialist - (DPBO)

Houston Dose; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Houston Dose is seeking an individual for a position involving executive-level administrative functions. Candidates must possess a Bachelor’s degree and at least three years of relevant administrative experience. Familiarity with SAP is essential as the role involves budget analysis, document management, and supporting an Executive.

The work environment is supportive, with a focus on confidentiality and professional conduct. This role offers the chance to actively participate in departmental projects and operations.

Qualifications

• Requires a Bachelor’s degree in Business Administration, Liberal Arts or a related field.
• Three years of administrative experience required.
• Minimum of one year of experience using SAP or a similar ERP system.

Responsibilities

• Perform executive level administrative functions and support an Executive.
• Prepare and analyze the divisional budget and monitor expenditures.
• Handle sensitive materials and maintain confidentiality.

Skills

SAP or similar ERP experience

Administrative functions

Budget preparation and analysis

Document management

Education

Bachelor’s degree in Business Administration or related field

Job description

Position Overview

Applications accepted from: ALL PERSONS

Division: DATA PRIVACY & BUSINESS OPERATIONS MANAGEMENT

Reporting Location

611 WALKER

Workdays & Hours

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

Description Of Duties / Essential Functions

Performs varied executive level, professional and administrative functions in the research; development, interpretation and implementation of the assigned department's fiscal and operational policies and procedures. Directly supports an Executive and handles material of a sensitive nature. Prepares, edits and revises correspondence, directives, agendas and other documents on various departmental matters. Responds to email, written and telephone inquiries giving proper directions to all recipients. Actively participates in departmental organization and operational projects; prepares a variety of reports via SAP. Create, index and store electronic files. Maintain electronic records for the department. Prepares and analyzes the divisional budget and budget revisions, manages expenditures and monitors line-item balances. Create purchase requisitions to support divisions with all IT procurements. Assist with the procurement process by obtaining procurement related vendor documents from vendors (i.e. Affidavit of Ownership, Insurance and Endorsement documents, COH Drug Policy forms, etc.). Prepare letters of authorization (LOA) for all contract related procurements and track contract spend for IT contracts and IT enterprise contracts supporting all City of Houston Departments. Obtain verification for services/goods and enter SAP goods/material receipts. Provides support to departmental staff in various activities necessary to attain operational goals. Participates in special projects as assigned by the department/division head. Will assist in document management as well as divisional task coordination. This position will require a high level of confidentiality.

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 Education Requirements

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

Minimum Experience Requirements

Three years of administrative experience required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis. Minimum of one year of experience using SAP or a similar enterprise resource planning (ERP) system is required.

Impact of Actions

Errors in work could lead to moderate expenses and inconveniences. Work is typically performed under moderate supervision. The incumbent occasionally can function autonomously, with the supervisor available to answer questions as they arise.

Minimum License Requirements

A valid Texas Driver’s License and compliance with the City of Houston’s policy on driving (AP 2-2). Must be able to pass a criminal background check, obtain and maintain federally mandated security clearances where required.

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.

EEO Equal Employment Opportunity

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.