Administrative Specialist

The City of Houston • Full-time • HOUSTON, TX • 3d ago

Administrative Specialist Print (https://www.governmentjobs.com/careers/houston/jobs/newprint/4736914) Apply ? Administrative Specialist Salary $50,633.70 - $58,000.00 Annually Location 4500 Will Clayton Pkwy. Job Type Full Time Job Number 35599 Department Houston Airport System Opening Date 11/20/2024 Closing Date 12/3/2024 11:59 PM Central Description Benefits Questions POSITION OVERVIEW Applications will be accepted from: ALL PERSONS INTERESTED Division/ Section: Houston Airport System - Maintenance Workdays & Hours: 07:00am - 3:30pm - Monday - Friday. May vary (Shift work, including rotation, weekends, and holidays) subject to change* PURPOSE OF DIVISION The purpose of the Houston Airports (HAS) Maintenance Division is to effectively deliver self-performed, and contracted, maintenance services at each of the three HAS airports. PURPOSE OF THE POSITION The purpose of the Administrative Specialist position is to deliver a high level of customer service to internal and external customers by ensuring operational processes and workflows are followed and can adapt to an ever- changing airport environment. Monitor and track performance and identify opportunities for process improvements. Prepare work schedules, parts procurement, provide timekeeping, and ensure an adequate level of staffing is available to address operational needs. All work performed by the business unit is executed to Federal Aviation Administration (FAA), Transportation Security Administration (TSA), State and Local regulations and requirements. This position may be assigned duties at all Houston Airport System facilities including IAH, HOU, and EFD. "Must be able to pass a criminal background check, obtain and maintain federally mandated security clearances where required. Candidates must be able to obtain all security required badge access including CBP access within 6 months from the hire date." The Administrative Specialist responsibilities include, but are not limited to: Interprets and disseminates administrative policies and procedural revisions for staff implementation. Provides guidance to department staff in various activities necessary to attain operational goals. Composes correspondence, directives, speeches, etc.; prepares drafts on various departmental matters and edits material as required. Prepares and analyzes the department's annual budget and budget revisions; manages expenditures and monitors line item balances. Responds to written and telephone inquiries, requests and complaints from the general public. Conducts studies of department organization and operation; coordinates preparation of report on findings and offers recommendations concerning various problems. Represents department head at designated conferences, meetings, and public events. Assists as needed in producing public information activities, including preparing news releases, brochures, visual presentations, etc. Participates in special projects as assigned. WORKING CONDITIONS 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. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements. MINIMUM REQUIREMENTS EDUCATIONAL REQUIREMENTS Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field. EXPERIENCE REQUIREMENTS Three years of administrative experience are 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 3+ years of experience performing administrative functions for Large Hub Commercial Airports or military facilities. Strong communication, able to deal with people in tense situations and works with minimum supervision. Ability to Composes correspondence, directive, speeches, etc.; prepares drafts on various departmental matters and edits material as required. Review Business Unit's payroll and provide assistance to the Maintenance Management Team. Provides weekly overtime expenditure report and year to date individual employee overtime usage report. Prepares and analyzes the department's annual budget and budget revisions; manages expenditures and monitors line-item balances. Assists as needed in producing public information activities, including preparing news releases, brochures, visual presentations, etc. 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 Department may administer skills assessment test. SAFETY IMPACT POSITION - YES This position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test. Pay Grade 20 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 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 (281-233-1043). If you need login assistance or technical support call 855-524-5627. If you need special services or accommodations, call (281-233-1043) (TTY 7-1-1). 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. Applicants are encouraged to attach a cover letter and resume along with their completed application when applying. For further information pertaining to the Houston Airport System, please visit: https://www.youtube.com/watch?v=EDWLV_sJFoM. 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 Are you a Houston Airport System employee? Yes No 03 What is the highest level of education you have completed? High School Diploma and/or GED Associate's Degree Bachelor's Degree or beyond None of the above 04 Please indicate the degree concentration you obtained ("See Resume" is not acceptable, if statement does not apply, please insert N/A) 05 How many years of verifiable professional administrative experience do you have? Less than 3 years 3 years to 5 years 5 years to 7 years 7 years or more None experience 06 How many years of verifiable, professional experience with procurement, budgets, and vendors in the Aviation industry do you possess? Less than 6 months 6 months to 1 year 1 year to 2 years 2 years to 3 years 3 years or more No experience 07 Please indicate your "highest" proficiency in Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint) BEGINNER: Perform daily word processing tasks, enter and correct data, modify a workbook, format a Worksheet, creates a new e-mail message, checking e-mail. INTERMEDIATE: Basic formatting and create a variety of templates, merges; manage tables, data, sort and filter merges, reply, forward, print, and delete an e-mail message. ADVANCED: Manage table data, sort and filter merges, advanced techniques for analyzing and manipulating data in Excel, delete emails from Inbox, Sent items, and Deleted Items folders, Add edit, move, and delete appointments on your calendar. EXPERT: Produce a table of contents, footnotes, endnotes, bookmarks, manage Macro command, and create MS Excel applications, managing calendars No experience 08 Please indicate the software applications with which you are proficient. (Check all that apply) MS Word MS Excel MS PowerPoint MS Outlook SAP Access Kronos None of the above 09 Please indicate the level of your oral and written communication skills. BEGINNER: Uncomfortable when communicating in front of large or small groups of people. MODERATE: Nervous when communicating in front of large or small groups of people. PROFESSIONAL: Comfortable speaking to groups of all sizes, makes eye contact; refrains from using fillers such as "Um". EXPERT: Attended toast master's course, make eye contact and engages the audience when communicating. 10 Describe your experience providing administrative support and assisting colleagues, management, and executives working in a fast-paced environment, while meeting aggressive deadlines. Required Question S:CLZTX-CLZCENTRAL