ADMINISTRATIVE SPECIALIST (DIRECTOR'S OFFICE)

ADMINISTRATIVE SPECIALIST (DIRECTORS OFFICE)

Salary

$55,484.00 - $70,346.90 Annually

Location

900 Bagby-City Hall Annex

Job Type

Full Time

Job Number

39397

Department

General Services

Opening Date

09/11/2026

Closing Date

9/17/2026 11:59 PM Central

• Description
• Benefits
• Questions

POSITION OVERVIEW

Applications Accepted From: ALL PERSONS INTERESTED.

Division: Director's Office

Workdays & Hours: MONDAY - FRIDAY, 8:00 AM - 5:00 PM*

• Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Administrative Specialist will primarily be responsible for providing support to the Director of the General Services Department. This position will track, review and log documentation flow for the Director's review and approval and will distribute City of Houston/GSD policies and research issues for the Director as directed. This role also coordinates and schedules meetings; creates draft responses to citizens, answering calls and handling time-sensitive and confidential information.

Other duties performed by this position include but are not limited to the following:

• Respond to calls from the public, City employee and vendors
• Process and file documents. Coordinates department issues with client departments.
• Coordinate and schedule meetings for the Director. Secure conference rooms or meeting locations.
• Respond to correspondence on behalf of the Director in a timely manner. Make decisions on items needing the Director's or Chief of Staff's immediate attention.
• Serve as the GSD Summer Youth Work Program Specialist and Employee Service Awards Specialist.
• Prepares reports as directed.
• Attend the Director's Executive Staff meetings and record pertinent information for future reference and send reminders to Executive Staff.
• Perform other duties necessary for the efficient flow of the Director's office or GSD operations as assigned.
• Perform professional administrative functions in the research, development, interpretation and implementation of the department's policies and procedures. Initiate, coordinate and monitor the statuses of assignments and action items delegated by the Director.
• Willingly and capably perform administrative tasks associated with travel requirements and travel paperwork.
• Purchasing card holder.
• Compile data and maintains department information.
• Deliver a high level of professionalism providing exceptional customer service in a timely manner.
• Participate in special projects as assigned, including performing various tasks that span across various GSD divisions.
• Other duties 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.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

Requires a bachelor's degree in business administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS

Three (3) years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS

None.

PREFERENCES

• Demonstrable Extensive Administrative experience
• Superior written and oral communication skills
• Experience in data analytics
• Experience with SAP
• Advanced experience with Microsoft Office Suite including Word, Excel, SharePoint, etc.
• Administrative experience in construction or commercial property management.
• Valid Drivers License

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 / SKILSS TESTS REQUIRED

Department may administer skills assessment test.

SAFETY IMPACT POSITION No

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: 20

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 832-393-6120.

If you need special services or accommodations, 832-393-6120 (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

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 current employee of the City of Houston?

• Yes
• No

03

What best describes your highest level of education?

• Less than High School diploma/GED
• High School Diploma or GED
• Associates Degree
• Bachelors Degree or beyond

04

Please indicate the degree concentration you obtain ("See Resume" is not acceptable, if statement does not apply, please insert N/A).

05

How many years of professional administrative experience do you have?

• Less than 3 years
• 3 to less than 5 years
• 5 to less 7 years
• 7 years or more
• No experience

06

Which of the following applications are you proficient? (Check all that apply)

• MS Word
• MS Excel
• MS TEAMS
• MS Outlook
• Adobe Acrobat
• None of the above

07

Please indicate your level of proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).

• 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 table 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 e-mails from the Inbox, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.
• EXPERT: Produce table of contents, footnotes, endnotes, bookmarks, manage Macro commands, and create MS Excel applications, managing multiple calendars.
• No experience

08

Please describe in detail your experience supporting an executive senior-level manager ("See Resume" is not acceptable, if statement does not apply, please insert N/A).

09

Please describe in detail your experience coordinating/processing sensitive or confidential information ("See Resume" is not acceptable, if statement does not apply, please insert N/A).

Required Question

Employer City of Houston

Address 901 Bagby St

Houston, Texas, 77002

Website https://www.houstontx.gov/