ADMINISTRATIVE SPECIALIST

Company: The City of Houston
Location: Houston
Posted on: May 16, 2022

Job Description:

ADMINISTRATIVE SPECIALIST Print (http://agency.governmentjobs.com/houston/job\_bulletin.cfm?jobID=3532492=0) Apply ADMINISTRATIVE SPECIALIST Salary $60,000.00 - $88,000.00 Annually Location 900 Bagby-City Hall Annex, TXJob TypeFull TimeDepartmentLegalJob Number28305Closing 5/15/2022 11:59 PM Central + Description + Benefits + Questions POSITION OVERVIEWApplications accepted from: ALL PERSONS INTERESTEDJob Classification: ADMINISTRATIVE SPECIALISTDivision: EXECUTIVEReporting Location: 900 BAGBYWorkdays & Hours: MONDAY - FRIDAY 8:00 AM - 5:00 PM* *Subject to ChangeABOUT THE DEPARTMENT:The City of Houston Legal Department strives to provide the highest quality municipal legal services to the City in the most efficient manner feasible through adherence to the following guiding principles:+ Quality & Service - Achieving high customer satisfaction as judged by our clients+ Partnership & Teamwork - Working cooperatively internally and with our clients to achieve the City's goals+ Integrity & Candor - Acting with a commitment to honesty and ethical behavior+ Dignity & Diversity - Demonstrating esteem for the worth of each individual+ Innovation & Imagination - Seeking novel and creative approaches to achieving the City's objectivesComprised of nearly 100 of Houston's finest attorneys across ten sections, the Legal Department has the pivotal role of providing litigation support, negotiating and drafting contracts, handling taxation matters, advising on personnel actions, dealing with the acquisition of sale of City property, overseeing City elections, advising City officials and departments, and dealing with neighborhood protection and quality of life issues.Every employee is committed to the Department's motto - "Service Through Law."ESSENTIAL JOB FUNCTIONSThe City of Houston Legal Department seeks a skilled, energetic, team-oriented Administrative Specialist who is self-motivated and can work independently on various assignments. The Administrative Specialist is expected to handle matters expeditiously, proactively, and follow-through on projects to successful completion, often while managing competing priorities and deadline. The Administrative Specialist will support the First Assistants and City Attorney and assist other Executive Team members (e.g. City Attorney's Chief of Staff and Administrative Assistant), as needed.Responsibilities include, but are not limited to:+ Perform administrative tasks such as copying, scanning, or faxing documents.+ Work closely and effectively with the Executive Team (First Assistants and City Attorney) to keep them well informed of upcoming commitments and responsibilities and following up appropriately, such as by answering the First Assistant's telephone and relaying messages and doing the same for the City Attorney, as needed.+ Manage calendar appointments and prepare calendars reflecting various duty assignments.+ Revise City Code Ordinances (City Code) and amendments to conform with the City's style guide and drafting conventions and maintain templates re the same; correspond with the publisher and maintain updates of the City Code and City Charter changes.+ Responsible for managing the department's contracts for print publications, online legal research and search services, and the City Code publication.+ Maintain, track, and distribute the department's library of books to support the 100+ departmental attorneys.+ Prepare meeting binders/notes and other items necessary for various meetings.+ Prepare documents through tasks such as transcribing, formatting, inputting, editing and proofreading memos, emails, contracts, and other documents.+ Maintain log books for City Attorney opinions and related opinions; search the opinion repository and provide copies of opinions upon request of a City of Houston assistant city attorney.+ Compose, prepare, proofread, and route correspondence, including creating and circulating document templates of letterhead, memos and other correspondence types.+ Create and update various weekly and monthly reports.+ Open, maintain, and close files.+ Facilitate the processing of documents to obtain various signatures.+ Work in Word, Outlook, Excel, SharePoint, HighQ, Westlaw, DocuSign, and other software programs.+ This job description is not to be construed as all-inclusive. Instead, the job duties listed above are intended to describe the general nature, type and level of work to be performed.WORKING CONDITIONSThis position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.MINIMUM REQUIREMENTSEDUCATIONAL:Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.EXPERIENCE:Three years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.PREFERENCESPreference will be given to applicants with:+ Excellent organizational skills.+ Strong proofreading skills.+ Superior attention to detail.+ Excellent verbal and written communication skills, with strong customer service and interpersonal skills.+ Strong analytical and problem-solving skills.+ Notary (optional, but preferred).+ Must be willing to work extended hours as needed to accommodate case load demands.+ Ability to work under pressure and without close supervision, and to independently produce error-free documents. + Prior administrative assistant experience supporting supervisory or executive level personnel is highly desirable.+ Experience working in a legal environment is a plus.+ Exceptional academic and professional achievement preferred.+ Willingness to take the initiative to identify and solve issues.+ Highly skilled in the use of Office 365 suite of programs, including Word, TEAMS, PowerPoint, OneDrive, SharePoint, Outlook, Excel as well as other new and emerging technologies in legal practice (e.g. Westlaw and HighQ).** 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 INFORMATIONSELECTION/SKILLS TESTS REQUIRED:Department may administer skills assessment test.SAFETY IMPACT POSITION: NoIf yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.SALARY INFORMATIONFactors 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: 20Salary Range: $60,000-88,000APPLICATION PROCEDURESOnly online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during posting opening and closing dates shown. 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) 393-6214.If you need special services or accommodations, call (832) 393-6214.If you need login assistance or technical support call 855-524-5627Due 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.EEO Equal Employment OpportunityThe 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.The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan.Benefits include:--- Medical--- Dental--- Vision--- Wellness--- Life insurance--- Long-term disability--- Retirement pension--- 457 deferred compensation plan--- Employee Assistance Program--- 10 days of vacation each year--- 10 city holidays, plus one floating holiday--- Flexible schedules--- Professional development opportunities--- Transportation/parking plan--- Section 125 pretax deductions--- Dependent Care Reimbursement Plan--- Healthcare Flexible Spending AccountFor 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 scenario best describes your education and experience? + Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and AT LEAST three (3) but less than five (5) years of professional administrative experience.+ Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and LESS THAN three (3) years of professional administrative experience.+ Bachelor's Degree or beyond in Business Administration, Liberal Arts or a related field and MORE THAN five (5) years of professional administrative experience.+ Associate degree in Business Administration, Liberal Arts or a related field and AT LEAST five (5) but less than seven (7) years of professional administrative experience.+ Associate degree in Business Administration, Liberal Arts or a related field and LESS THAN five (5) years of professional administrative experience.+ Associate degree in Business Administration, Liberal Arts or a related field and MORE THAN seven (7) years of professional administrative experience.+ High School Diploma/GED and AT LEAST seven (7) but less than ten (10) years of professional administrative experience.+ High School Diploma/GED and LESS THAN seven (7) years of professional administrative experience.+ High School Diploma/GED and MORE THAN ten (10) years of professional administrative experience.+ None of the above 03 Please indicate your level of proficiency in Office 365 (Word, Access, Excel, PowerPoint, OneDrive, SharePoint, Outlook, and TEAMS). + 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 in working with Microsoft Office Products. 04 Please identify the areas below in which you have at least two years of experience. (CHECK ALL THAT APPLY) + Responsible for scheduling and management of calendars.+ Proofreads, answers, and composes routine correspondence.+ Coordinates, plans, and organizes small-to large-scale meetings.+ Provide administrative support to an executive level employee (e.g. C-suite, partner, etc.)+ I have no related experience. 05 Please provide a detailed description of your professional administrative experience in your current role or previous role. If no experience, put N/A. (Please note, see resume will delay your application) 06 Are you a notary? + Yes+ No 07 How many years of experience do you have working in a legal environment? + I have less than 4 years of experience.+ I have 4 years but less than 8 years of experience.+ I have 8 years but less than 10 years of experience.+ I have more than 10 years of experience. Required Question

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