ADMINISTRATIVE SPECIALIST

ADMINISTRATIVE SPECIALIST

Salary

$55,707.60 - $61,988.16 Annually

Location

901 Bagby

Job Type

Full Time

Job Number

39388

Department

Mayors Office

Opening Date

08/14/2026

Closing Date

8/21/2026 11:59 PM Central

• Description
• Benefits
• Questions

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

DIVISION: AGENDA OFFICE

REPORTING LOCATION: 901 BAGBY, 2ND FL.

WORKDAYS & HOURS: MONDAY - FRIDAY 8:00 a.m. - 5:00 p.m.* Requires flexibility for early mornings and evenings - including one monthly evening Council public session and Wednesday evenings for compliance with the Texas Open Meetings Act City Council agenda posting.

• Subject to Change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Office of the Mayor's Agenda Office has an exciting opportunity for an Administrative Specialist to support the Agenda Director and Assistant Agenda Director. The successful candidate will be comfortable working most of their day on the computer and will be able to manage multiple responsibilities with conflicting deadlines. They will be good at self-managing their time and completing work duties that will recur each week. They will be detail-oriented with good writing skills for grammar and content review of weekly agenda items. They will also be able to manage the requirements of running an office. This candidate will be skilled at follow-up on pending action items with the ability to escalate the follow-up when necessary, due to upcoming deadlines. They will also be comfortable with assisting with a weekly public meeting where they may appear on camera.

Other duties are as follows, but not limited to:

• Must be available on Tuesdays and Wednesdays to attend Council Meetings and appear on camera.
• Manage multiple responsibilities with conflicting deadlines.
• Maintain Council Committee Calendar
• Update Council Committee chart
• Coordinate weekly committee meetings
• Update Council Liaisons List
• Schedule Budget Workshops Calendar
• Provide training and assistance to departments on the agenda software, OneMeeting.
• Work with departments to obtain information/documents needed for posting agenda.
• Review all agenda items weekly before posting.
• Coordinate with City Secretary's office to post Council agenda weekly.
• Utilize DocuSign to ensure Finance and Controller review of agenda items.
• Work with Council Members weekly on their Council presentations and agenda questions.
• Serve as office manager.
• Handle sensitive and confidential information with discretion, in accordance with departmental policies.
• 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.

Work is performed primarily in a professional office environment with frequent exposure to executive-level discussions and decision-making.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENT

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

EXPERIENCE REQUIREMENT

Three 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

Preferences shall also be given to those with the following skill sets:

• Proficiency with Microsoft Office
• Proficiency with Microsoft TEAMS
• Proficiency with Scheduling via Outlook
• Proficiency with DocuSign
• Ability to learn to manage and train users on OneMeeting.
• General Office Management skills
• Ability to work with executive level as well as various levels of elected and appointed officials.
• Available on Tuesdays and Wednesdays to attend Council Meetings and appear on camera. (Professionally dressed)
• Ability to work extended hours as needed.
• Strong written skills
• Strong technical skills
• Works closely with internal clients.

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 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: 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 (832-393-0453).

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 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

Which of the following best describes your completed education?

• High School / GED
• Associate Degree
• Bachelors Degree
• Masters Degree or higher
• None of the above

03

How many years of related administrative experience do you have?

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

04

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

• BEGINNER: Perform daily word processing tasks in Word, enter correct data, create a database, import data from Excel in Access, format cells, rows and columns in Excel, create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; creates a new e-mail message, checking e-mail in Outlook.
• INTERMEDIATE: Basic formatting and create a variety of templates, mail merges in Word; create primary key to associate data between multiple tables, create a select query in Access; create, modify, and format charts, use graphic objects to enhance worksheets & charts in Excel; add special affects to presentation (design and animation) in PowerPoint; reply, forward, print and delete an e-mail message in Outlook.
• ADVANCED: Manage table data, sort and filter merges in Word, create a split form and report and back up your databases in Access; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; 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 in Word, manage Macro commands, and manage database objects in Access, use advance formula functions (VLOOKUP, IF, IS) manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowerPoint; managing multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.
• I have no experience working with Microsoft Office Products

05

How many years of general office management skills do you have?

• Less than 1 year of experience
• 1 year of experience
• 2 years of experience
• 3 years of experience
• 4 years of experience
• 5 or more years of experience
• I have no general office management skills

06

Which level best describes your ability to use the Scheduling feature in Microsoft Outlook?

• BEGINNER: Check your own availability; Accept, decline, or propose new meeting times; View attendee availability; Add required attendees; Send and update meeting invitations
• INTERMEDIATE: Compare multiple attendees' availability using Scheduling Assistant; Add optional attendees and meeting resources; Manage recurring meetings; Update meeting details without affecting the attendee list; Handle time-zone differences when scheduling
• ADVANCED: Coordinate complex, multi-team meetings; Use advanced room/resource booking features; Resolve scheduling conflicts for multiple participants; Integrate Outlook scheduling with Microsoft Teams; Create delegation rules and manage calendars for others; Use shared or group calendars to optimize team workflows
• I do not have experience using the Scheduling feature in Microsoft Outlook.

07

Do you have experience with Microsoft Teams?

• Yes
• No

08

Describe your experience applying the Texas Open Meetings Act and Robert's Rules of Order in professional settings. If no experience, enter "N/A."

09

Please describe your experience working with executive-level leaders, elected officials, and appointed officials. If no experience, enter "N/A."

10

Are you available to work extended hours on an as needed basis?

• Yes
• No

11

Council Meetings are held Tuesdays and Wednesdays. To be considered for this position, you must be able to attend Council Meetings and understand that there is a possibility of appearing on camera. Are you willing to commit to attending Council Meetings with the possibility of appearing on camera?

• Yes
• No

Required Question

Employer City of Houston

Address 901 Bagby St

Houston, Texas, 77002

Website https://www.houstontx.gov/