Administrative Assistant- General Services Department – City of Houston

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED
 
Division: Parks
Workdays & Hours: Mon. - Fri., 8am - 5pm * 

* Subject to change

ABOUT US

In 1999, the General Services Department (GSD) was established to construct and maintain the City’s building portfolio. Since that time, GSD has evolved into a full service, client-centered department that provides a comprehensive suite of services to over 300 facilities; representing 7.7 million square feet of occupied space. As a full service department, GSD assists its clients in identifying the appropriate real estate solution and then provides design and construction services for the development of the facility. Once the facility is ready for occupation, GSD provides energy, property and security management services to ensure the lights come on and the facility is clean, well-maintained and secure. To further enhance the operation of its facilities, GSD established the Sustainable Growth division. This division is responsible for implementing green and sustainable property and energy management solutions with the intent of reducing operating costs and improving client satisfaction. GSD is client-focused, customer-responsive, and is committed to customer service and excellence. GSD stands firmly on three core values: Integrity First, Service before Self, and Excellence in all We Do.

DESCRIPTION OF DUTIES/ ESSENTIAL FUNCTIONS

The General Services Department (GSD) is seeking an Administrative Assistant to perform professional administrative functions in support of Division Managers and Project Managers for the Parks division.

The duties for this position will include:

• Assists Division Manager, Project Managers and Administrative Specialist with daily reporting and project management to include:  
• Organizes and maintains project files both hard-copy and electronic documentation. 
• Archive files and keeps archive records. 
• Assist with special reports for financial tracking and updates to the project control spreadsheets; 
• Prepares Parks Status Reports and Project Summary Documents for Monthly client meetings; 
• Assists with PowerPoint presentations; 
• Assist with compiling documents for request for council action packages, contracts awards and amendments, additional appropriations, and construction accept work for projects; 
• Assist with compiling and reviewing contract documents; 
• Using working knowledge of SAP (the City's accounting system) to assist with processes pay estimates, purchase requisitions, WBS and funding set up, and subsequently monitors invoice payment; Monitors MWBE contract goal utilization and Pay or Play Program (POP) compliance. 
• Develops and maintains good working relationship with client, contractor and consultant representatives; 
• Assists with meeting scheduling and meeting minutes; Communicates with staff and clients in a professional manner.
    

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

One year of administrative experience is required.

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

PREFERENCES

Preference will be given to applicants with strong computer skills including word processing, spreadsheet, data base, and presentations using Windows XP, Excel, Word, Access, and SAP.

**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

Application review and/or interview. Department may administer a skills assessment.

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 17

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 832-393-8085.

If you need special services or accommodations, call 832-393-8085. (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.