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ADMINISTRATIVE AIDE

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ADMINISTRATIVE AIDE

Salary

$36,114.00 - $41,512.38 Annually

Location

Houston, TX

Job Type

Full Time

Job Number

36668

Department

City Secretary

Opening Date

06/04/2025

Closing Date

6/11/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications accepted from: All Persons Interested

Department: City Secretary

Reporting Location: 900 Bagby

Workdays & Hours: Monday - Friday 8:00 AM – 5:00 PM

*Subject to Change

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The Office of the City Secretary has an exciting opportunity for an Administrative Aide to serve as our first-line customer service advocate. The successful incumbent will welcome visitors by greeting them, in person or on the telephone, answering and/or referring inquiries. They may perform complex clerical and administrative support duties including covering the front desk, answering questions from walk-ins and callers, organizing, and maintaining record keeping systems and researching and preparing simple reports. Other duties are as follows:

+ Performs employee intake and notifies appropriate staff of the employee arrival.

+ Ensure a systematic flow of customers throughout the Department.

+ Types, proofreads, and edits correspondence, reports, and additional material as needed.

+ Assists with diverse projects to include but not limited to records maintenance and data interpretation.

+ Establishes, organizes and maintains assigned records.

+ Resolves questions.

+ Answers telephones, sorts mail and operates various office equipment.

+ Performs other duties as assigned.

WORKING CONDITIONS

This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

This is a Department of City Secretary Position at the Tier II Level.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

Requires a High School diploma or GED.

EXPERIENCE REQUIREMENTS

Two years of clerical or administrative experience are required .

LICENSE REQUIREMENTS

None

PREFERENCES

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.

Preferences shall also be given to those with the following:

+ Experience handling multiple phone lines.

+ Professional attitude and appearance.

+ Effective interpersonal skills.

+ Pleasant, professional, and articulate phone voice.

+ Ability to be resourceful and proactive when issues arise.

+ Excellent organizational skills.

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED

Department will administer skills assessment test

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: 10

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)393-6049.

If you need special services or accommodations, call (832)393-6049. (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

+ Supplemental Insurance

+ Life insurance

+ Long-term disability

+ Retirement pension

+ 457 deferred compensation plan

+ Employee Assistance Program

+ 10 days of vacation each year

+ 11 city holidays, plus one floating holiday

+ Compensable Sick Leave

+ Personal Leave

+ Flexible schedules

+ Hybrid-Telework for eligible positions

+ Professional development opportunities

+ Transportation/parking plan

+ Section 125 pretax deductions

+ Dependent Care Reimbursement Plan

+ Paid Prenatal, Parental and Infant Wellness Leaves

+ Healthcare Flexible Spending Account

For 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 best describes your education?

+ High School Diploma or GED

+ Associate Degree

+ Bachelor's Degree

+ Master's Degree or Beyond

+ None of the above

03

How many years of professional administrative, clerical or analytical experience related to the type of work being performed do you have?

+ Less than 2 years of clerical or administrative experience.

+ 2 years or more of clerical or administrative experience.

+ I have no clerical or administrative experience

04

Please indicate your level of proficiency in Microsoft Office products (Word, Access, Excel, PowerPoint, Outlook).

+ 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.

05

Please list any other software(s) you have experience using:

Required Question