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Administrative Specialist - Contract Compliance

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Administrative Specialist - Contract Compliance

Salary

$2,134.00 Biweekly

Location

611 Walker Street

Job Type

Full Time

Job Number

37288

Department

Office of Business Opportunity

Opening Date

10/01/2025

Closing Date

10/8/2025 11:59 AM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED

Job Classification: ADMINISTRATIVE SPECIALIST – Contract Compliance

Reporting Location: 611 Walker Street, 7TH Floor

Workdays & Hours: Monday – Friday 8:00 a.m. – 5:00 p.m. *Subject to Change*

GENERAL SUMMARY:

The Office of Business Opportunity’s (OBO) vision is to eliminate systemic barriers to prosperity and economic opportunity in the Greater Houston region. Our mission is to cultivate an inclusive and competitive economic environment in the City of Houston by promoting the success of small businesses and developing Houston’s workforce, with a special emphasis on historically underutilized businesses and disenfranchised individuals.

OBO executes on this vision and mission by administering the City’s supplier diversity program, assisting new and growing businesses through targeted programming, and advocating for small businesses at the local, state, and national level. In order to significantly increase the number, capacity, and success of businesses in Houston, OBO certifies Minority, Women, Small and Disadvantaged Business Enterprises (MWSDBE) and Persons with Disabilities Business Enterprises, performs compliance monitoring activities on City contracts, and facilitates business development and capacity building programs for businesses.

Of note, Houston is the 4th largest City in the US. Individuals employed by the City of Houston are part of one of the most diverse workforces in the country. The City has a reputation of training and equipping employees with tools and skills that help them advance in their careers. Here, you will find unlimited career growth potential, on-the-job training, safe work environment, work-life balance, and professional development opportunities. City employees are a part of an institution that sets the trend for other organizations and states, while touching the lives, businesses, health, and well-being of all Houstonians. Additionally, the City offers comprehensive benefit options, generous leave programs, and employee discounts.

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The Administrative Specialist supports OBO’s Contract Compliance Division. The Contract Compliance Division is charged with monitoring and enforcing City of Houston ordinances related to the participation of Minority, Woman-owned, Small, and Disadvantaged Business Enterprises (MWSDBEs) on City of Houston contracts.

The successful candidate’s responsibilities will include, but are not limited to, the following tasks:

+ Providing administrative support to the Division Manager and supervisors.

+ Monitoring City Council agenda for new and amended contract awards.

+ Creating electronic contract files for new Construction, Professional Services, Goods & Services projects.

+ Writing and editing letters, documents, Standard Operating Procedures (SOPs) and other correspondence.

+ Performing initial verification of MWSDBE company certification status for listed subcontractors on projects.

+ Creating and sending correspondence to contractors throughout the life of each contract.

+ Processing contract wage underpayment penalty payments.

+ Creating weekly, monthly, and ad hoc divisional activity reports utilizing Excel and a contract compliance management database.

+ Routinely fielding and addressing customer inquiries, including serving as the subject matter expert for support services on OBO’s contract compliance and labor standards monitoring systems as well as any related databases.

+ Assisting in training of department and city personnel as well as vendors in relation to general division functions.

+ Serving as a key point of contact for City departments for general information and project-specific details.

+ Archiving contract files of closed Construction, Professional Services, Goods & Services projects in accordance with City policies.

+ Assisting in coordination of divisional staff activities and programs.

+ Performing special projects, as needed, and other position-related duties, as assigned.

WORKING CONDITIONS

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature, and air conditions. The position is physically comfortable; the individual has discretion about walking, standing, etc.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

Three years of administrative experience are required.

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

LICENSE REQUIREMENTS

None

PREFERENCES

The preferred candidate will have the following:

+ Written and oral fluency in Spanish.

+ Track record of successfully working in a professional environment.

+ Effective time management and organization skills, with an ability to multitask.

+ Considerable skill in oral and written communications with the ability to analyze complex information succinctly for varying audiences.

+ Ability to gather and synthesize information for reporting purposes.

+ Good judgment and an ability to make recommendations to superiors.

+ Ability to work independently within established guidelines.

+ Detail-oriented.

+ Excellent interpersonal skills, including relationship building and “roll-up the sleeves” type of collaboration within a diverse, cross-functional team.

+ Resourceful and action-orientated, with experience getting things done and overcoming obstacles.

+ Strong computer skills, with an ability to be trained to use new programs and systems.

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, and the applicant must successfully complete a 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.

Paygrade: 20

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: 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. (http://agency.governmentjobs.com/houston/default.cfm.%20%20Or) Or call 832-393-6051.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information.

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.

If you need special services or accommodations, please call TTY 7-1-1. If you need login assistance or technical support call 855-524-5627

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 Force (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 completed verifiable education AND verifiable years of experience?

+ Bachelor's Degree or higher in Business Administration, Liberal Arts or a related field AND AT LEAST Three (3) years of professional administrative experience.

+ Bachelor's Degree or higher in Business Administration, Liberal Arts or a related field AND LESS THAN Three (3) year of professional administrative experience.

+ Associates' Degree in Business Administration, Liberal Arts or a related field AND AT LEAST Five (5) years of professional administrative experience.

+ Associates' Degree in Business Administration, Liberal Arts or a related field AND LESS THAN Five (5) years of professional administrative experience.

+ High School Diploma and/or GED AND AT LEAST Seven (7) years of professional administrative experience.

+ High School Diploma and/or GED AND LESS THAN Seven (7) years of professional administrative experience.

+ None of the above

03

Please describe your previous relevant experience. (See resume is not an acceptable answer to this question.)

04

Why are you interested in the Administrative Specialist position?

05

Please indicate your level of proficiency in the Microsoft Office Suite.

+ BASIC MICROSOFT OFFICE SUITE: Create a new document, enter text, and save it; navigate in a document and perform a search; format cells, rows, and columns; modify data from another; application; create title and bullet slides; work with text, drawn objects, and drawing tools.

+ INTERMEDIATE MICROSOFT OFFICE SUITE: Create mail merges, sort and filter them; customize toolbars; run and record Macros; filter data and manage a filtered list; create and modify some Macro commands; create, modify, and format charts; create basic Macros to automate forms and data entry; customize the appearance and functionality of reports; use hyperlinks and perform data integration.

+ ADVANCED MICROSOFT OFFICE SUITE: Manage Macro commands, create dialogue boxes, and understand the notions of Visual Basic application programming; use advanced functions (Names, VLOOKUP, IF, IS); work with Pivot Tables; manage Macro commands: concepts, planning, operations, execution, modification, interruption; use Visual Basic to create a public function or event procedures, or add general procedures in a form module; plan and examine an application, develop a distributed application design.

+ None of the above

06

Which of the following functions have you performed in your past work experience? (Check all that apply)

+ Compile and Analyze Data

+ Records Management

+ Preparation of reports

+ Drafting correspondence

+ Customer service

+ PowerPoint presentation creation

+ None of these

07

Are you a current Office of Business Opportunity employee?

+ Yes

+ No

Required Question