Administrative Coordinator

Administrative Coordinator

Salary

$2,389.00 - $3,092.76 Biweekly

Location

611 Walker Street

Job Type

Full Time

Job Number

39532

Department

Houston Public Works

Opening Date

09/17/2026

Closing Date

10/1/2026 8:52 AM Central

• Description
• Benefits
• Questions

POSITION OVERVIEW

Applications accepted from: All Persons Interested

Service Line / Section: Directors Office / Policy Management & Legislative Affairs

Reporting Location: 611 Walker St, Houston, TX 77002, USA *

Workdays & Hours: Mon. - Fri., 7:30 a.m. - 4:30 p.m. *

• Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Director's Office, Policy Management and Legislative Affairs Team, is seeking an Administrative Coordinator to join its team. The primary focus of this position is to support the coordination and administration of the Houston Public Works Public Information Act (TPIA) program, including coordinating high-volume public information operations, tracking compliance activities, and facilitating collaboration across multiple Divisions. This role regularly handles sensitive and complex public information matters and requires a high degree of discretion, professionalism, organization, and independent judgment.

The Administrative Coordinator serves as one of the contacts for matters relating to Houston Public Works open records requests and subpoenas and supports department divisions in ensuring compliance with applicable federal, state, and municipal laws, policies and procedures

RESPONSIBILITIES:

• Coordinates the day-to-day handling of Houston Public Works public information requests under the Texas Public Information Act (TPIA), including intake, assessment, tracking, records collection, review, response preparation, and closure.
• Reviews and evaluates requests to determine scope, applicable deadlines, responsible Divisions, responsive records, and potential confidentiality, redaction, or other issues requiring additional review or escalation.
• Researches and applies the Texas Public Information Act, Attorney General guidance, applicable statutes, City policies, and departmental procedures to support accurate, consistent, and timely responses.
• Coordinates with Administrative Specialists, departmental divisions, and the Legal Department on records collection, complex or sensitive requests, legal review, redactions, Attorney General rulings, subpoenas, and litigation-related matters.
• Monitors active requests, statutory deadlines, assignments, and outstanding actions using GovQA and other departmental systems.
• Identifies potential delays or compliance concerns and takes appropriate follow-up action.
• Provides guidance to Administrative Specialists and departmental personnel regarding established TPIA procedures, records collection, response requirements, confidentiality considerations, and request tracking, while escalating complex matters to the TPIA program lead as appropriate.
• Prepares, reviews, and revises TPIA correspondence, response letters, reports, procedures, reference materials, and other documentation.
• Assists with identifying workflow issues and opportunities to improve the efficiency and consistency of TPIA operations.
• Assists the TPIA program lead with operational reporting, workload and request trend analysis, regulatory updates, training, special projects, and implementation of TPIA procedures and process improvements.
• Serves as a designated operational backup to the TPIA program lead as proficiency and experience are demonstrated, providing continuity of day-to-day TPIA operations during periods of absence, monitoring critical deadlines, coordinating outstanding matters, and escalating complex or sensitive issues requiring program lead or legal review.
• May assist with special projects as assigned.

High-Performing: Able to collaborate with dozens of employees ensuring thousands of requests received monthly are responded to accurately and within deadline.

Knowledge: Familiar with the GovQA platform utilized by the city to track and monitor open records requests.

Articulate: Able to write and converse clearly with the public and city employees to ensure accuracy.

Focused: Understands the importance of ensuring records requests are responded to accurately and within deadline. Takes ownership of assignments.

Critical Thinking: Able to analyze documents and determine the importance of legally redacting information made available to the public.

Flexible: When instructed, is able to adapt and understand revisions to the Texas Public Information Act.

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 conditioning.

This is a Houston Public Works position at the Tier III Level.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

Requires a Bachelors degree in Business Administration, Liberal Arts, or a closely related field.

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

EXPERIENCE REQUIREMENTS

Five (5) years of administrative experience are required.

Substitution: A Masters degree in Business Administration, Public Administration or a field closely related to the work being performed may be substituted for two (2) years of experience.

LICENSE REQUIREMENTS

None

PREFERENCES

Preference will be given to applicants with experience in the following:

• Experience responding to open records requests.
• Knowledge of federal, state, and municipal public records laws, retention requirements, and compliance practices.
• Experience utilizing GovQA or similar records request tracking systems.
• Strong organizational, analytical, and critical-thinking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications including Word, Excel, Outlook, and Teams.
• Experience with Infor, Talent Management Systems, or related enterprise systems.
• Ability to exercise discretion and maintain confidentiality while handling sensitive information.
• Ability to collaborate with staff regarding records management and compliance procedures.

Preference shall also 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: None

However, the department may administer a skills assessment test.

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 candidates qualifications as well as the pay rates of other employees in this classification.

PAY GRADE 24

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 832-393-6737.

If you need special services or accommodations (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 individuals 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
• 13 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

Please select the best scenario below that describes your level of education:

• Less than a high school diploma/ GED
• High School diploma/GED
• Associate degree in Business Administration, Liberal Arts or a related field
• Bachelors degree in Business Administration, Liberal Arts or a related field
• Masters degree or higher in Business Administration, Liberal Arts or a related field

02

How many years of VERIFIABLE administrative experience do you possess?

• Less than 3 years
• 3 - 4 years
• 4 - 5 years
• 5 - 6 years
• 6 - 7 years
• 7 - 8 years
• 8 - 9 years
• 9 - 10 years
• 10 years or more

03

Please indicate your experience handling and responding to Texas Public Information Act (TPIA) open records requests. (Select one):

• No experience
• Limited - assisted with gathering records or routing requests under direction
• Intermediate - independently processes routine TPIA requests, including identifying records and coordinating responses
• Advanced - served as the lead in responding to complex or sensitive records requests

04

Please indicate your experience collaborating with multiple entities or personnel to gather records and ensure timely responses to requests. (Select one):

• No experience
• Limited - occasionally contacted staff to obtain records or information
• Intermediate - regularly coordinated with multiple work groups to collect records, clarify requests, and track response progress
• Advanced - served as the central point of coordination across large or complex organizations involving numerous divisions, stakeholders, or sensitive requests

05

Please indicate your experience handling Attorney General rulings, subpoenas, redactions, or litigation-related matters. (Select one):

• No experience
• Limited - forwarded documents or communicated with legal personnel on routine matters
• Intermediate - regularly coordinated legal reviews, redactions, or request responses with attorneys
• Advanced - independently managed complex or sensitive requests requiring Attorney General rulings, litigation-related review, legal interpretation, or executive-level coordination

06

Please indicate your experience reviewing records and applying redactions for confidential or protected information. (Select one):

• No experience - No use of Microsoft Office or related administrative systems in a professional work environment.
• Limited - reviewed records with guidance and assisted with basic redactions
• Intermediate - independently reviewed records and applied standard redactions for confidential or protected information
• Advanced - routinely reviewed sensitive, complex, or high-profile records and determined appropriate redactions based on legal or compliance requirements

07

Please indicate your experience utilizing GovQA or similar public records request tracking systems. (Select one):

• No experience
• Limited - basic navigation, data entry, or status updates within the system
• Intermediate - regularly utilized the system to manage requests, track deadlines, upload records, and coordinate responses
• Advanced - administered or coordinated high-volume public records workflows using GovQA or similar systems, including reporting, monitoring, or process management responsibilities

08

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

Required Question

Employer City of Houston

Address 901 Bagby St

Houston, Texas, 77002

Website https://www.houstontx.gov/