Executive Admin - Terminal Operations & Payroll

City of Houston; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Houston is seeking an Executive Office Assistant for Terminal Operations to support payroll processing, draft reports, and manage correspondence using City systems. You will oversee department payroll corrections before timecards are closed and assist with calendar management and travel arrangements.

Candidates must have at least a high school diploma or GED; a Bachelor's degree may substitute for experience.

Qualifications

• Requires a high school diploma or GED.
• Bachelor’s degree may substitute for the experience requirement; an Associate’s degree may substitute for two years of the experience requirement.

Responsibilities

• Answer and screen telephone calls, take messages, and respond to routine inquiries.
• Open, sort, and distribute mail; prepare outgoing correspondence using standard formats; send faxes, packages, and mail.
• Prepare, edit, and proofread correspondence, reports, forms, and documents.
• Maintain calendars by scheduling meetings and appointments; arrange travel and prepare expense reports.
• Gather and prepare materials for meetings and presentations; coordinate meeting logistics including location, notices, agendas, and equipment setup; may prepare meeting minutes.
• Maintain organized filing systems for correspondence, reports, budget information, personnel records, and other departmental documents.
• Procure office supplies and services, including equipment maintenance and repairs.
• Assist with operational projects and special assignments based on goals and instructions from leadership.
• May prepare time and attendance records for management approval.

Skills

Organizational skills

Communication skills

Teamwork

Education

High school diploma or GED

Associate’s degree substitutes for two years experience

Tools

Microsoft Office

Administrative databases

Record management systems

Job description

City of Houston is seeking an Executive Office Assistant for Terminal Operations to support payroll processing, draft reports, and manage correspondence using City systems. You will oversee department payroll corrections before timecards are closed and assist with calendar management and travel arrangements.

Candidates must have at least a high school diploma or GED; a Bachelor's degree may substitute for experience.