Job Information
The City of Houston ADMINISTRATIVE ASSOCIATE in Houston, Texas
ADMINISTRATIVE ASSOCIATE
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ADMINISTRATIVE ASSOCIATE
Salary
$17.03 - $21.70 Hourly
Location
900 Bagby-City Hall Annex
Job Type
Full Time
Job Number
35058
Department
General Services
Opening Date
09/20/2024
Closing Date
9/30/2024 11:59 PM Central
Description
Benefits
Questions
POSITION OVERVIEW
Applications accepted from: ALL PERSONS INTERESTED
Job Classification: ADMINISTRATIVE ASSOCIATE
Department: General Services
Division: Property Management
Workdays & Hours: Mon. - Fri., 7am - 4pm *
- 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 FUNTIONS
The General Service Department is seeking an Administrative Associate to assist the Property Management Division by performing a wide range of clerical and secretarial tasks including but not limited to:
Drafting of correspondence to various organizations.
Administering department policy guidelines.
Compute, record, and proofread data and other information, such as records or reports.
Prepare meeting agendas, attend meetings, and record and transcribe minutes.
Performs multiple tasks including processing of authorizations for contractors and consultants to perform City wide preventive and corrective maintenance projects.
Perform various tasks within SAP.
Tracks authorizations, purchase orders, requisitions, and invoices within internal work order management system.
Follow up on e-mail requests and phone calls.
Maintain database of all required permits and licenses.
Performs other job-related duties as may be assigned or required
This candidate must have expert multitasking experience, expert experience using Microsoft Office products and strong organizational, communication and excellent writing skills.
WORKING CONDITIONS
Work consists of standard procedures and tasks where analytic ability is required in following guidelines, policies, and procedures. The position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature, and air conditions.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS
Requires a bachelor’s degree in Business Administration, Liberal Arts or a related field.
EXPERIENCE REQUIREMENTS
No experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
PREFERENCES
Preference is given to applicants who are:
Highly organized and possess excellent verbal/written communication, project management, and time management skills.
Expert knowledge of Microsoft Word, PowerPoint, Excel, Charts, and other web tools.
Strong teamwork, problem solving, flexibility and planning skills.
Project management experience with ability to work on multiple projects and meet deadlines.
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 13
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.
The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan.
Benefits include:
• Medical
• Dental
• Vision
• Wellness
• 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
• Flexible schedules
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• 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
What best describes your highest level of education?
Less than High School diploma/GED
High School Diploma or GED
Associate's Degree
Bachelor's Degree or higher
03
If you selected you have a degree, please list your degree.
04
How many years of professional administrative experience do you have?
Less than 1 year of experience
1 year but less than 2 years of experience
2 years but less than 3 years of experience
3 years but less than 4 years of experience
4 years or more of experience
No experience
05
Which of the following programs do you have advanced proficiency utilizing? Select all that apply.
Microsoft Word
Microsoft Excel
Microsoft Powerpoint
Microsoft Access
Adobe Pro/Adobe Illustrator
Iam not advanced in any of the above
06
What systems/databases have you utilized? If no experience, please type "N.A". Any form of "See Resume" is not acceptable.
07
Please describe why you are most interested in this position? Any form of "See Resume" is not acceptable.
08
Which of the following areas do you have knowledge or experience? (check all that apply)
Organizational Charts
Excel Charts
Excel Spreadsheets
Kronos
SAP
None of the above
09
Do you have experience preparing invoices in SAP?
Yes
No
10
Are you a current GSD employee?
Yes
No
Required Question