POSITION OVERVIEW

Applications accepted from: All Persons Interested

Title: Administrative Assistant (EXE LEV)

Department: Mayor’s Office, Intergovernmental Relations
Reporting Location: 900 Bagby
Workdays & Hours: Monday - Friday *Subject to Change
Occasional weekend and evening meetings as scheduled

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS
This position is a vital part of the Mayor’s Office of Intergovernmental Relations. The Administrative assistant will act as an Advisor for the Boards and Commissions. The Boards and Commissions role is responsible for managing appointments to the 170 boards and commissions appointed by the Mayor and City Council. This role oversees the full appointment process, maintains accurate records, and serves as the primary point of contact between the Mayor’s Office, City Council, appointees, and community stakeholders.

The Administrative Assistant is responsible for the following:

• Appointments Management
  • Coordinate the recruitment, vetting, and appointment process for all City boards and commissions.
  • Advise the Mayor and senior staff on appointment opportunities, vacancies, and candidate recommendations.
  • Maintain transparent, timely communication with applicants, nominees, sitting members, board liaisons, city departments and other stakeholders.
• Board and Commission Support
  • Act as the main liaison and point of contact for the ~5 Mayor’s cultural and issue based advisory boards.
  • Provide occasional support for scheduling meetings, events and coordination with the Mayor’s calendar.
• Policy and Advisory Role
  • Serve as subject matter expert on the City’s boards and commissions structure.
  • Provide strategic guidance to the Mayor and staff on leveraging appointments and advisory boards for community engagement and policy initiatives.
  • Collaborate with City Council, department directors, and community stakeholders to ensure alignment with the Administration’s policy priorities through appointments.
• Records and Data Management
  • Maintain an accurate database of all appointments, vacancies, terms, and membership records.
  • Prepare reports, dashboards, and updates for the Mayor and City leadership.
  • Oversee public-facing information on boards and commissions.
• Stakeholder Engagement
  • Act as the Mayor’s liaison to board members, applicants, and community partners.
  • Present on service opportunities to various community groups.
  • Engage with individuals, one-on-one, who are interested in service opportunities.
• Other duties as assigned.

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

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

EXPERIENCE
One year of administrative experience is required.

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

A Master’s degree may be used in lieu of required experience.

LICENSE REQUIREMENTS
None

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.**

Preferred Qualifications

• Prior experience with Granicus or similar civic engagement platforms is highly desirable
• Demonstrated proficiency in City Agenda preparation and agenda management processes
• Strong analytical thinking, exceptional organizational skills, and keen attention to detail
• Familiarity with City of Houston departments, services, and operational procedures is a plus
• Willingness and flexibility to work occasional evenings and weekends for community-related events
• Proficient in Microsoft Office Suite and constituent relationship management tools

GENERAL INFORMATION

SELECTION/SKILLS TEST REQUIRED

The selection process will involve application review and/or interview.

SAFETY IMPACT POSITION - No

Pay Grade - 17

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.

APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during posting opening and closing dates shown. Applications must be submitted online at: www.houstontx.gov. or call (832-393-0453)
To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm
If you need special services or accommodations, call (832) 393-0453. (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.