ADMINISTRATIVE SPECIALIST
Company: The City of Houston
Location: Houston
Posted on: May 16, 2022
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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
Keywords: The City of Houston, Houston , ADMINISTRATIVE SPECIALIST, Administration, Clerical , Houston, Texas
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