ADMINISTRATIVE SPECIALIST - INFRASTRUCTURE

ADMINISTRATIVE SPECIALIST - INFRASTRUCTURE

Salary

$2,209.00 - $2,587.50 Biweekly

Location

111 Standifer Street

Job Type

Full Time

Job Number

39475

Department

Houston Airport System

Division

HAS - INF INFRASTRUCTURE

Opening Date

09/08/2026

Closing Date

9/15/2026 11:59 PM Central

• Description
• Benefits
• Questions

POSITION OVERVIEW

Applications will be accepted from: All Persons Interested

Division/ Section: HAS- Infrastructure Project Delivery

Workdays & Hours: Monday through Friday 8:00am to 5:00pm (Subject to change)

PURPOSE OF DIVISION

The purpose of the Infrastructure Division is to manage the whole life cycle (planning, design, construction, commissioning, assessment of condition, modifying, replacing and decommissioning/disposal of physical and infrastructure Houston Airport System (HAS) assets consistent with environmental regulations and best management practices. In addition to the responsibilities related to physical assets, the Infrastructure Division manages the HAS portfolio of assets and resources, with a focused goal to improve project delivery to all Stakeholders. Overall, the Infrastructure Divisions mission is to maintain and extend the effective life cycle of HASs physical assets and replace them when it is no longer financially feasible to extend the life of these assets, or they no longer support required Airport mission requirements.

PURPOSE OF THE POSITION

This Administrative Specialist will directly support the Assistant Director - Aviation of Project Delivery, serving as the primary administrative backbone for a large portfolio of complex, federally funded, and fast-track infrastructure projects across all three airports. The role is responsible for coordinating executive-level scheduling and meetings, purchase requisitions, contract routing, managing project documentation and correspondence, maintaining division dashboards and performance metrics, and serving as the key liaison between project managers, design consultants, contractors, and senior leadership. Without this dedicated administrative support, the Infrastructure Division will experience delays in critical project governance, contract processing, financial tracking, and stakeholder communication, all of which directly impact our ability to deliver projects on time and on budget and maintain compliance with federal grant requirements.

The purpose of the Administrative Specialist is to provide direct administrative, fiscal and operational support of policies and procedures to the Assistant Director of Project Delivery. Assist with coordinating division directives, referencing compliance, department policies and communications with other divisions and stakeholders.

The Administrative Specialist will compose correspondence, prepare drafts on various business unit matters and edit materials as required. The Administrative Specialist manages the Assistant Directors schedule, meetings and travel. Duties also include performing a wide variety of highly responsible tasks involving analytical assistance and research for the development of and implementation of management improvement processes to increase efficiency. Prepare and analyze weekly status reports for the Assistant Director; compose follow-up correspondence within the division and other units within the division

"Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date."

The Administrative Specialist responsibilities of this position 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 its material as required.
• Prepares and analyzes the departments 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.
• Conduct studies of department organization and operation; coordinates preparation of reports 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.
• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Prepare drafts on various departmental matters and edit material as required.

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. 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 Bachelors 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.

PREFERENCES

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

The selection process will involve application review and/or interview. Department may administer skills assessment test.

SAFETY IMPACT POSITION - YES

If 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 candidates 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.cfmor 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) 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.

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 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 Houston Airport System employee?

• Yes
• No

03

What is the highest level of education you have completed?

• High School Diploma/GED
• Associate degree
• Bachelors Degree or beyond
• No degree

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 professional administrative experience do you have?

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

06

Do you have experience working with Infrastructure, Design or Construction firms?

• Yes
• No

07

Work Setting: Please check all that you have verifiable work history with?

• Manage and maintain executives schedules, appointments, and travel arrangements
• Answer and manage incoming calls for general public and internal stakeholders
• Creating public information activities, including preparing news releases, brochures, visual presentations
• Preparing and edit correspondence, communications, presentations and other documents
• Arranging and co-ordinate meetings and events
• Conduct research, collect and analyze data to prepare reports and documents
• Excellent writing and edits skills
• I have no experience

08

Work setting experience; please check your highest level of proficiency in the MS Office software.

• BASIC MICROSOFT OFFICE SUITE: Create a new document, enter text, and save it; navigate in a document and perform a search; format cells, rows, and columns; modify a database and insert data from another; application; create title and bullet slides; work with text, drawn objects, and drawing tools.
• INTERMEDIATE MICROSOFT OFFICE SUITE: Create mail merges, sort, and filter them; customize toolbars; run and record Macros; filter data and manage a filtered list; create and modify some Macro commands; create, modify, and format charts; create basic Macros to automate forms and data entry; customize the appearance and functionality of reports; use hyperlinks and perform data integration.
• ADVANCE MICROSOFT OFFICE SUITE: Manage Macro commands, create dialogue boxes, and understand the notions of Visual Basic application programming; use advanced functions (Names, VLOOKUP, IF, IS); work with Pivot Tables; manage Macro commands: concepts, planning, operations, execution, modification, interruption; use Visual Basic to create a public function or event procedures, or add general procedures in a form module; plan and examine an application, develop a distributed application design.
• No experience

09

Please describe the last presentation you prepared for your manager, indicating how you compiled the information and what made the presentation a success and provide the Employer's name where you gained the experience. ("See resume" is not acceptable, if no experience please insert N/A)

10

Do you have experience with Meeting Minutes?

• Yes
• No

11

Please provide a brief example of meetings that you have documented via Meeting Minutes and describe the process you used for distributing them and finalizing them for a team or manager. Please provide the employer's name where you gained the experience. ("See resume" is not acceptable, if no experience please insert N/A)

12

Please provide a brief example of meetings that you have documented via Meeting Minutes and describe the process you used for distributing them and finalizing them for a team or manager. Please provide the employer's name where you gained the experience. ("See resume" is not acceptable, if no experience please insert N/A)

13

Please describe your verifiable experience in composing correspondence, prepare drafts on various business unit matters and edit materials and provide the Employer's name where you gain the experience. ("See resume" is not acceptable, if no experience please insert N/A)

14

How many years of verifiable experience do you have preparing and analyzing the departments annual budget and budget revisions; manages expenditures and monitors line-item balances?

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

15

Based on the years selected above, briefly describe your experience preparing annual budget and budget revisions; manages expenditures and monitors line-item balances. ("See resume" is not acceptable, if no experience please insert N/A)

16

How many years of verifiable experience do you have on purchase requisitions, contract routing, managing project documentation and correspondence?

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

17

17. How many years of verifiable experience do you have maintaining division dashboards and performance metrics?

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

Required Question

Employer City of Houston

Address 901 Bagby St

Houston, Texas, 77002

Website https://www.houstontx.gov/