ADMINISTRATIVE SPECIALIST

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ADMINISTRATIVE SPECIALIST

Salary

$53,612.00 - $67,513.94 Annually

Location

611 Walker Street

Job Type

Full Time

Job Number

35730

Department

Houston Information Technology Services

Division

HITS - RESOURCE MANAGEMENT

Opening Date

12/09/2024

Closing Date

12/17/2024 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED

Job Classification: ADMINISTRATIVE SPECIALIST

Posting Number: 35730

Department: Houston Information Technology Services

Division: RESOURCE MANAGEMENT

Reporting Location: 611 Walker Street , Houston, Texas

Workdays & Hours: Monday – Friday 8:00 a.m. – 5:00 p.m.* *Subject to Chang e

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 direction 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.

*You must be eligible to validate contract work experience.

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

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

EXPERIENCE

Three years of administrative experience required.

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

LICENSE

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. *

Minimum of 5 years of SAP experience required.

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED

Department may administer 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.

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

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov .

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (832) 393-0450.

If you need special services or accommodations, call (832) 393-0450. (TTY 7-1-1). If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

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.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical

• Dental

• Vision

• Wellness

• Supplemental Insurance

• Life insurance

• Long-term disability

• Retirement pension

• 457 deferred compensation plan

• Employee Assistance Program

• 10 days of vacation each year

• 11 city holidays, plus one floating holiday

• Compensable Sick Leave

• Personal Leave

• Flexible schedules

• Hybrid-Telework for eligible positions

• Professional development opportunities

• Transportation/parking plan

• Section 125 pretax deductions

• Dependent Care Reimbursement Plan

• Paid Prenatal, Parental and Infant Wellness Leaves

• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

• Yes

• No

  02

  Which best describes your education?

• High School Diploma / GED

• Associate degree

• Bachelor's Degree

• Master's Degree or Beyond

• None of the Above

  03

  Which are of concentration did you obtain your degree?

• Business Administration

• Liberal Arts

• Public Administration

• Finance

• Accounting

• Other

• I do not have a degree.

  04

  How many years of administrative experience in do you have?

• Less than 3 years of experience

• 3 years of experience

• 4 years of experience

• 5 years of experience

• 6 years of experience

• 7 or more years of experience

• I have no administrative experience.

  05

  How many years of verifiable work experience do you have supporting SAP?

• Less than 3 years of experience

• 3 years, but less than 5 years' experience

• More than 5 years of experience

• I have no experience supporting SAP

  06

  Please indicate your experience with SAP requisitions and budget management.

• Less than 3 years of experience

• 3 years, but less than 5 years of experience

• 5 years, but less than 7 years of experience

• 7 years, but less than 9 years of experience

• 9 years, but less than 11 years of experience

• 11 years or more of experience

• I have no experience.

  07

  Please indicate your level of proficiency in Microsoft Office products (Word, Access, Excel, PowerPoint, Outlook).

• BEGINNER: Perform daily word processing tasks in Word, enter correct data, create a database, import data from Excel in Access, format cells, rows and columns in Excel, create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; creates a new e-mail message, checking e-mail in Outlook.

• INTERMEDIATE: Basic formatting and create a variety of templates, mail merges in Word; create primary key to associate data between multiple tables, create a select query in Access; create, modify, and format charts, use graphic objects to enhance worksheets & charts in Excel; add special affects to presentation (design and animation) in PowerPoint; reply, forward, print and delete an e-mail message in Outlook.

• ADVANCED: Manage table data, sort and filter merges in Word, create a split form and report and back up your databases in Access; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; delete e-mails from the Inbox, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.

• EXPERT: Produce table of contents, footnotes, endnotes, bookmarks in Word, manage Macro commands, and manage database objects in Access, use advance formula functions (VLOOKUP, IF, IS) manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowerPoint; managing multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.

• I have no experience in working with Microsoft Office Products

  08

  Do you have a valid Texas driver's license or the ability to obtain one within 30 days of selection?

• Yes

• No

  09

  Are you currently a current City of Houston employee?

• Yes

• No

  10

  Please provide a list of all valid certifications you currently hold and their validity date(s) (See Resume will delay review of your application)

  11

  If you have an contract work history then please provide the paying contractor company you have worked for and the jobsite your serviced. (If no contract work then put N/A)

  Required Question