Administrative Assistant - Systemwide Programs

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　　Administrative Assistant - Systemwide Programs

　　Salary

　　$21.00 - $24.00 Hourly

　　Location

　　Various

　　Job Type

　　Full Time

　　Job Number

　　33049

　　Department

　　Houston Public Library

　　Opening Date

　　01/18/2024

　　Closing Date

　　1/27/2024 11:59 PM Central

　　Description

　　Benefits

　　Questions

　　POSITION OVERVIEW

　　Applications Accepted from: All Persons Interested

　　PN 32049

　　Department: Houston Public Library

　　Division: Customer Experience

　　Section: Systemwide Programs

　　Reporting Location: 500 McKinney

　　Workdays & Hours: 8:00 am - 6:00 pm, Monday - Friday*

　　Subject to changeDESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

　　The Houston Public Library (HPL) is a forward-thinking library organization, situated in the nation’s fourth largest city serving a diverse population of 2.2 million people. Houston Public’s libraries are trusted community and cultural centers that serve a highly diverse populace. At HPL, we understand that diversity in experiences, perspectives, knowledge, and ideas fuels creativity, broadens knowledge, and helps drive success.

　　HPL is seeking a highly motivated, talented, and experienced professional to serve as the Administrative Assistant for the Systemwide Programs team, reporting to the Deputy Assistant Director. The Systemwide Programs team is responsible for planning, developing, and delivering high quality, impactful programs to the public in support of HPL’s mission. The successful candidate will possess a commitment to and passion for our mission as well as have a professional presence, be able to communicate effectively both orally and in writing, provide exceptional customer service both internally and externally, enjoy learning and, be at ease multitasking in a fast-paced, high-performance environment, and be able to effectively interface with individuals from various cultures and professional levels.

　　The person in this position will perform varied professional administrative functions related to the operational efforts of the Division. Essential duties and functions of the position include but are not limited to the following:

　　Supporting the administrative functions of the Division and the Deputy Assistant Director in the achievement of Division goals.

　　Coordinating and maintain Division calendar and activities, scheduling meetings and special events.

　　Sending written, electronic, and verbal communications in response to inquiries, requests, and complaints internally and externally.

　　Assisting in the preparation, maintenance and monitoring of Division budgets and fund reports.

　　Assisting with the processing of financial forms and documents (i.e., purchase requisition orders, check requests, vendor contracts, etc.)

　　Preparing reports, including monthly statistics, survey data, and other analytics.

　　Supporting automated timekeeping/entries and requests for Division staff as directed by the Deputy Assistant Director, and assisting with the coordination of Division staff services, such as personnel, and office management.

　　Representing the Division at internal and external meetings.

　　Performing other duties as assigned including any special projects assigned by the Deputy Assistant Director.

　　Applicants are encouraged to submit a Cover Letter and Resume when applying.

　　WORKING CONDITIONS

　　Position requires stooping and bending; lifting of library materials up to 20 pounds. Must be able to move freely throughout the library to file/retrieve library materials. Must be able to effectively communicate orally and in writing.

　　MINIMUM REQUIREMENTS

　　MINIMUM EDUCATIONAL REQUIREMENTS

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

　　MINIMUM EXPERIENCE REQUIREMENTS

　　One year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

　　MINIMUM LICENSE REQUIREMENTS

　　A valid Texas driver's license and compliance with the City of Houston's policy on driving (AP 2-2) preferred.

　　PREFERENCES

　　Prior library experience at a large urban library or nonprofit and/or government experience

　　Knowledge of program planning or event planning experience.

　　Experience working with people of diverse backgrounds.

　　Project Management experience and ability to work independently to complete tasks/projects.

　　Strong and effective communication and interpersonal skills.

　　Proven experience working collaboratively and proven experience achieving results.

　　Ability to work a varied schedule inclusive of evenings and weekends.

　　Demonstrated ability to manage change effectively.

　　Strong proficiency in using the Internet, computer systems and office applications including Word, Excel, and PowerPoint

　　Strong organizational and time management skills

　　Bilingual (Spanish)

　　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

　　Department may administer skills assessment relevant to job description.

　　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 posting opening and closing dates shown. Applications must be submitted online at: http://www.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

　　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.

　　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.

　　To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832-393-1439.

　　If you need special services or accommodations, please call 832.393.6090; TTY 7-1-1.

　　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

　　Are you a current Houston Public Library employee?

　　Yes

　　No

　　02

　　Please indicate your level of education and verifiable related work experience.

　　High school diploma or GED and less than 4 years of professional administrative experience

　　High school diploma or GED and at least 5 or more years of professional administrative experience

　　Associate's degree and less than 3 years of professional administrative experience

　　Associate's degree and at least 3 years of professional administrative experience

　　Bachelor's degree or higher in Business Administration, Liberal Arts or related field AND 1 year of professional administrative experience

　　None of the above

　　03

　　Please describe your administrative experience.

　　04

　　Which of the following administrative skills do you have (check all that apply)

　　Experience with program planning or event planning

　　Project management

　　Coordinating with vendors or program providers

　　Processing financial documents

　　Working with nonprofits and/or government

　　No Experience

　　05

　　Please describe your experience working in program or event planning. If you have none, please put N/A.

　　06

　　Please indicate your proficiency level with Microsoft Word & Excel.

　　Beginner (ex: create basic documents and/or spreadsheets with limited experience with other functionalities)

　　Intermediate (ex: insert page breaks, header/footer, and/or generate auto-calculating and basic cell formatting)

　　Advanced (ex: insert table of contents, generate tables, create mail merge and/or conditional formatting, table formatting, sort/filter cells, cell data validation/consolidation)

　　No Experience

　　07

　　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

　　08

　　Please indicate languages other than English in which you are fluent (Reading, Writing, and/or Speaking). Check all that apply.

　　Spanish

　　Chinese (Mandarin)

　　Vietnamese

　　Arabic

　　French

　　Other

　　No experience

　　Required Question