City of Houston - Houston, TX

posted 2 months ago

Full-time - Entry Level
Houston, TX
Executive, Legislative, and Other General Government Support

About the position

The City of Houston is seeking an Administrative Specialist for the Drinking Water Operations (DWO) Branch. This role involves performing analytical and administrative functions to support the Senior Assistant Director's Team, ensuring efficient organization and management of the section's activities. The ideal candidate will thrive in a fast-paced environment, demonstrating strong leadership and initiative.

Responsibilities

  • Interprets and implements rules, regulations, policies and procedures.
  • Drafts and implements standard operating procedure (SOP) revisions.
  • Conducts analysis and develops flow charts for process improvements.
  • Reviews and develops filing protocol for incoming documentation, reports, and personnel actions.
  • Prepares summary reports.
  • Completes and maintains files/reports to monitor, issue, receive and salvage communication devices.
  • Composes internal and external correspondence.
  • Generates reports, maintains inventory and creates surveys.
  • Obtains proper signatures to expedite documents, personnel actions, reimbursements, travel authorization, etc.
  • Organizes, schedules, and prepares documentation for meetings and training sessions.
  • Coordinates staff services, such as procurement, interviews, budget monitoring, customer service, and office management.
  • Scans and uploads documents.
  • Serves as the Branch Records Management Coordinator.
  • Coordinates/Assists with Texas Public Information Act (TPIA) requests.
  • Participates in special projects as assigned.

Requirements

  • Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
  • Three years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

Nice-to-haves

  • Excellent communicator skills- able to deal effectively with people at all levels across a multicultural environment.
  • Excellent verbal communication skills with a proficiency in written communication that is grammatically correct.
  • Methodical, organized and excellent attention to detail.
  • Exhibit initiative and a willingness to take ownership of assignments.
  • Demonstrate excellent time management skills.
  • A detail oriented, multi-tasker with the ability to prioritize and quickly adapt to a fast-paced and changing environment.
  • Understand data/records management methods and reporting.
  • Perform at an advanced level in Microsoft Word, Outlook, Excel, Access, and PowerPoint.
  • Have experience/license with DocuSign, Adobe Pro and Visio.
  • Have experience with Records Management, Human Resource processes, and TPIA requests.
  • Collaborative team player.
  • Flexible attitude; embraces change, hard-working, cost conscious and results driven.
  • Strong service focus - dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
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