Houston, TX
ADMINISTRATIVE SPECIALIST
APPLICATIONS ACCEPTED FROM: All Persons Interested
SECTION: Procurement Fleet and Warehouse
REPORTING LOCATION: 2805 McKinney Street
WORKDAYS & HOURS: M – F, 7:00 a.m. – 4:00 p.m.*
*Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Houston Public Works/Financial Management Services Procurement, Fleet & Warehouse (PFW) branch is seeking an Administrative Specialist to join its Purchasing Card (P-Card) team. The individual selected will assist the HPW Department P-Card coordinators with day-to-day activities, monthly account reconciliation, document storage, reporting, and process improvement projects. Successful candidate will perform various professional administrative functions associated with HPW’s P-Card program. Must demonstrate the ability to collaborate in a team environment and also perform well independently.
Essential Responsibilities/Duties Include:
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.
This is a Houston Public Works Emergency Management position at the Tier III Level.
SECTION: Procurement Fleet and Warehouse
REPORTING LOCATION: 2805 McKinney Street
WORKDAYS & HOURS: M – F, 7:00 a.m. – 4:00 p.m.*
*Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Houston Public Works/Financial Management Services Procurement, Fleet & Warehouse (PFW) branch is seeking an Administrative Specialist to join its Purchasing Card (P-Card) team. The individual selected will assist the HPW Department P-Card coordinators with day-to-day activities, monthly account reconciliation, document storage, reporting, and process improvement projects. Successful candidate will perform various professional administrative functions associated with HPW’s P-Card program. Must demonstrate the ability to collaborate in a team environment and also perform well independently.
Essential Responsibilities/Duties Include:
- Interprets and implements rules, regulations, policies, and procedures.
- Assists with process improvement projects and creating flow charts.
- Maintains cardholder and approving manager lists and files.
- Reviews cardholder monthly statements, invoices, and transaction details
- Monitors p-card contract spend activity and updates contract information.
- File statements for assigned service line(s).
- Generate reports.
- Composes internal correspondences.
- Obtains electronic signature approvals.
- Organizes, schedules, and prepares documentation for meetings and trainings.
- Scans and uploads documents to electronic filing system(s).
- Responds to inquiries from cardholders.
- Participates in special projects as assigned.
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.
This is a Houston Public Works Emergency Management position at the Tier III Level.
EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
EXPERIENCE REQUIREMENTS
Three (3) years of administrative experience is required.
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS
None Preferences will be given to candidates with the following qualifications:
**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.** SELECTION/SKILLS TESTS REQUIRED None
However, the department may administer a skill assessment evaluation.
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: {apply below}.
To view your detailed application status, please log-in to your online profile by visiting: {apply below} or call
If you need special services or accommodations, call
If you need login assistance or technical support call
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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
EXPERIENCE REQUIREMENTS
Three (3) years of administrative experience is required.
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS
None Preferences will be given to candidates with the following qualifications:
- Team player: Professional attitude and ability to with a diverse group of individuals.
- Articulate: Displays excellent written and verbal communication including proficiency with editing, grammar and punctuation.
- Detail oriented: Pays attention to detail and ensures accuracy of financial records.
- Organized: Can prioritize tasks to meet strict deadlines.
- Customer focused: Is motivated and will maintain positive relationships with internal customers.
- Experience using electronic signatures (DocuSign), document editing software (Adobe Acrobat DC), Microsoft applications (Word, PowerPoint, Outlook, Access, Excel), Cloud Storage & Document Management (OneDrive & SharePoint)
**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.** SELECTION/SKILLS TESTS REQUIRED None
However, the department may administer a skill assessment evaluation.
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: {apply below}.
To view your detailed application status, please log-in to your online profile by visiting: {apply below} or call
(832-393-6015
).If you need special services or accommodations, call
(832.393-6015
). (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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.
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