ADMINISTRATIVE ASSISTANT (Outreach)

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　　ADMINISTRATIVE ASSISTANT (Outreach)

　　Salary

　　$1,631.93 - $1,901.40 Biweekly

　　Location

　　Houston, TX 77002

　　Job Type

　　Full Time

　　Job Number

　　33004

　　Department

　　Houston Public Works

　　Division

　　Houston Permitting Center (HPC)

　　Opening Date

　　01/17/2024

　　Closing Date

　　1/31/2024 11:59 PM Central

　　Description

　　Benefits

　　Questions

　　POSITION OVERVIEW

　　APPLICATIONS ACCEPTED FROM: All Persons Interested

　　SECTION: Business Support - Communications

　　REPORTING LOCATION: 1002 Washington Avenue

　　WORKDAYS & HOURS: Mon. – Fri., 7:30 a.m. – 4:30 p.m.*

　　*Subject to change

　　DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

　　OVERVIEW:

　　Performs professional administrative functions related to the development and implementation of policies and procedures in the assigned department. Works with a service orientation and a commitment to the goals of Houston Public Works and Houston Permitting Center.

　　Essential Duties :

　　Provides guidance to staff in activities necessary to attain operational goals.

　　Responds to written and telephone inquiries, requests and complaints from internal and external customers.

　　Drafts correspondence, reports and other documents; proofs/edits documents and online information for accuracy, content and format.

　　Prepares presentations, website content, agendas, meeting notes, and special project materials. Assists with communication through social media action, digital signage, newsletters, e-blasts, and other online resources.

　　Prepares periodic and special reports; compiles and maintains a list of stakeholders.

　　Organizes promotional inventorying, cataloging, retention and retrieval of physical documents and online documents.

　　Assists in the coordination of staff services, such as personnel, purchasing, public relations, and office management.

　　Represents the department head at community meetings, special events and on special projects as needed.

　　Assists in the scheduling, planning and execution of service line events and community engagement activities. (Including building tours, customer and team training classes, onboarding activities, and team building events.)

　　Provides varied administrative support to the Manager and staff. Performs other duties as requested.

　　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 conditions.

　　This is a Houston Public Works Emergency Management position at the Tier III Level.

　　MINIMUM REQUIREMENTS

　　EDUCATIONAL REQUIREMENTS

　　Requires a Bachelor's degree in Business or Public Administration, Liberal Arts, or a related field.

　　EXPERIENCE REQUIREMENTS

　　One (1) year 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

　　Preference will be given to candidates with excellent communication skills and superior customer service attributes. Preference will be given to applicants with strong computer skills including Word processing, spreadsheets, database and presentations using PowerPoint, Excel, and Word. Preference will be given to applicants with experience using social media, Drupal, online chat software, and digital communication tools.

　　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 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 17

　　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 (832-393-6015).

　　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.

　　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 Account

　　For plan details, visit http://www.houstontx.gov/hr/benefits.html

　　01

　　Please select the best scenario below that describes your level of education:

　　Less than a high school diploma/ GED

　　High School Diploma/GED

　　Associate Degree in Business Administration, Liberal Arts, or a related field

　　Bachelor's Degree or higher in Business Administration, Liberal Arts, or a related field

　　02

　　How many years of professional administrative experience do you have?

　　Less than 1 year

　　1 - 2 years

　　3 - 4 years

　　5 years or more

　　03

　　Are you a current employee at the Houston Permitting Center?

　　Yes

　　No

　　04

　　Please rate your experience using Microsoft Word.

　　Basic Microsoft Word: open, create, save and modify documents, format the documents for printing, using the printer menu to preview documents before they are printed and print the pages, change the font, the margins, insert or delete pages and use the built-in spellchecker and grammar check.

　　Intermediate Microsoft Word: using Mail Merge in Word to personalize business letters for an entire mailing list or creating posters and other graphics-heavy documents in Publisher, create mailing labels, insert footnote and end note, create bookmark, insert a cross reference to a bookmark, insert a link into a document, design and create a simple form, save form as template, enable revision tracking in a document, accept or reject revision, protect a revision from modification by others, compare two documents side by side, combine two documents into one, insert and delete a comment into a document.

　　Advance Microsoft Word: use mail merge to create documents, recipient lists, insert fields, prepare and existing list for use in mail merge, delete items that you have performed (copy chart and title and paste), replace check box with symbol, print out checklist and check the appropriate boxes, import subdocument, split document into two documents, create a table of contents.

　　No experience

　　05

　　Please rate your experience using Powerpoint.

　　Basic Microsoft Powerpoint: Create, save and open a presentation, view and insert new slide, add and format shapes to slide, view a slideshow, proofread, update and print a presentation, navigate a presentation, adding, editing, rearranging, formatting and deleting slides, changing bullet styles, formatting shapes.

　　Intermediate Microsoft Powerpoint: adding and modifying word art, duplicating, deleting and moving objects, resizing, rotating and aligning objects, adding text to objects and drawing text boxes, inserting and modifying a picture, arranging and grouping overlapping items, adding, modifying and formatting tables, adding and formatting speaker notes, specify slide transitions and timings.

　　Advance Microsoft Powerpoint: creating and formatting charts and diagrams, applying design themes, modifying the slide master, creating new slide masters, specifying slide transitions and timings, inserting, reviewing, deleting and printing comments, publishing a presentation for the web, embedding and linking content.

　　No experience

　　06

　　Please rate your experience using Canva

　　Basic Canva Create, save and open a presentation, view and insert new slide, add and format shapes to slide, view a slideshow, proofread, update and print a presentation, navigate a presentation, adding, editing, rearranging, formatting and deleting slides, changing bullet styles, formatting shapes.

　　Intermediate Canva: adding and modifying art, duplicating, deleting and moving objects, resizing, rotating and aligning objects, adding text to objects and drawing text boxes, inserting and modifying a picture, arranging and grouping overlapping items, adding, modifying and formatting tables, adding and formatting speaker notes, specify slide transitions and timings.

　　Advance Microsoft Canva: creating and formatting charts and diagrams, applying design themes, adding notes to slides, creating new masters, specifying transitions and timings for video content, inserting, reviewing, deleting and printing comments, embedding and linking content.

　　No experience

　　07

　　Describe some of the more advanced administrative functions you have performed professionally.

　　08

　　Please describe your experience working as an administrative professional in a public service organization.

　　09

　　Do you have experience with public speaking or presenting at outreach engagments ?

　　Yes

　　No

　　10

　　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

　　11

　　Have you completely and truthfully answered question #9 on the application regarding employment gaps? (failing to clarify employment gaps may result in the disqualification or delay of your application.)

　　Yes

　　No

　　Required Question