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Administrative Assistant

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Administrative Assistant

Salary

$1,848.00 - $2,333.88 Biweekly

Location

16930 John F. Kennedy Blvd.

Job Type

Full Time

Job Number

37318

Department

Houston Airport System

Opening Date

10/07/2025

Closing Date

10/14/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED

Division/Section: Houston Airport System - Office of Business Opportunity

Workdays & Hours*: Monday-Friday, 8:00am-5:00pm (subject to change)

PURPOSE OF DIVISION

The Houston Airport System-Office of Business Opportunity (HAS-OBO) is committed to creating a competitive and diverse business environment for all three airports of the Houston Airport System (IAH, HOU, EFD) by promoting the growth and success of local small businesses, with a focus on Minority, Women, Small, and Persons with Disabilities Business Enterprises (M/W/S/PDBE) and U.S. Department of Transportation Disadvantaged Business Enterprises (DBE) and Airport Concession Disadvantaged Businesses Enterprise (ACDBE) (collectively “certified firms”) mandated by CFR 49 Part 23 and 26. HAS-OBO accomplishes this by providing support to and serving as an advocate to ensure Minority, Women, Small, and Persons with Disabilities Business Enterprises maximize their participation on airport contracts.

PURPOSE OF THE POSITION

The purpose of the Administrative Assistant is to provide administrative support, interpret and implement basic rules and regulations, performs administrative task related to implementation of policies and procedures for the Pay or Play Program (POP). The Administrative Assistant will undertake a variety of entry-level professional accounting duties, such as gathering financial information, preparing reconciliation statements and/or entering financial transactions to assist in maintaining sound records for the POP Program. The Administrative Assistant will be responsible for creating memos and reports for submission to Upper Management and above. Will assist with the hiring process for new hires to include but not limited to scheduling interviews, onboarding process, and scheduling training. "Must be able to pass a criminal background check, obtain and maintain a Federally mandated security clearance where required."

The Administrative Assistant duties include but are not limited to:

+ Provides comprehensive administrative support to the Pay or Play (POP) team.

+ Composes, edits, and formats letters, documents, Standard Operating Procedures (SOPs), and other official correspondence.

+ Prepares and compiles weekly, monthly, and ad hoc POP activity reports using Microsoft Excel.

+ Responds to POP Liaison inquiries, serving as a subject matter expert for support services and process guidance.

+ Acts as the subject matter expert for POP-related systems and the Records Management System (RMS) Web App Database.

+ Processes cash receipts, assists with POP deposits, and issues refunds as required.

+ Maintains accurate financial records by preparing, verifying, and entering basic financial transactions.

+ Supports the Pay or Play Administrator in conducting audits of financial records and ensuring compliance.

+ Reconciles accounts by collecting and analyzing financial data, identifying discrepancies, and preparing necessary corrections.

+ Maintains general and subsidiary ledgers, journals, and related financial documentation.

+ Assists in the preparation of the department's annual budget, including data compilation and analysis.

+ Provides support for various clerical operations and special projects as needed.

+ Compiles data for use in reports, surveys, inventories, and studies.

+ Maintains and conducts the department’s physical inventory.

+ Serves as the Department Fixed Asset Coordinator (DAF), ensuring accurate tracking and reporting of assets.

+ Manages archive records related to the Pay or Play (POP) program.

+ Performs other duties as assigned, supporting departmental goals and operations.

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. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

One year of Professional Assistant experience is required.

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

LICENSE REQUIREMENTS

None

PREFERENCES

Preference will be given to applicants with the following skillsets:

Track record of working in a professional environment.

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

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

*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

The selection process will involve application review and/or interview. Department may administer skills assessment test.

SAFETY IMPACT POSITION - YES

YES - If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

PAY GRADE 17

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.

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 281-233-1842.

If you need special services or accommodations, call 281-233-1842 (TTY 7-1-1). If you need login assistance or technical support call 855-524-5627.

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

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. Applicants are encouraged to attach a cover letter and resume along with their completed application when applying. For further information pertaining to the Houston Airport System, please visit:

https://www.youtube.com/watch ?v=EDWLV sJFoM.

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

Are you a Houston Airport System employee?

+ Yes

+ No

03

What is the highest level of education you have completed?

+ High School

+ Associate degree

+ Bachelor's Degree

+ Master's Degree

04

Please select the degree concentration that applies to you

+ Aviation Management

+ Public Administration

+ Business administration

+ Other closely related field

+ No experience

05

How many years of verifiable professional administrative experience do you possess?

+ LESS than 1 year

+ 1 to LESS than 3 years

+ 3 to LESS than 5 years

+ 5 or MORE years

+ No experience

06

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

+ BEGINNER: Perform daily word processing tasks, enter and correct data, modify a workbook, format... BEGINNER: Perform daily word processing tasks, enter and correct data, modify a workbook, format a Worksheet, creates a new e-mail message, checking e-mail.

+ INTERMEDIATE: Basic formatting and create a variety of templates, merges; manage table data, sort ... INTERMEDIATE: Basic formatting and create a variety of templates, merges; manage table data, sort and filter merges, reply, forward, print and delete an e-mail message.

+ ADVANCED: Manage table data, sort and filter merges, advanced techniques for analyzing and manipulating data in Excel. delete e-mails from the In box, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.

+ EXPERT: Produce table of contents, footnotes, endnotes, bookmarks, manage Macro commands, and create MS Excel applications, managing multiple calendars.

+ No Experience

07

Work Setting Experience - Professional Administrative Assistant (check all that apply and are verifiable)

+ Aviation Industry

+ Customer Service

+ Educated, monitored, and coordinated activities and communication to internal and external stakeholders

+ Compiled data for use in a variety of reports, surveys, inventories, and studies

+ Maintained, prepared, revised, and disseminated department rules and regulations, policies, procedures, and/or other pertinent reference information

+ Assisted with budget preparation and tracking of expenditures

+ Assisted in planning and implementing department sponsored activities and programs

+ Provided technical guidance and assistance to clerical staff

+ No Experience

08

Please describe in detail, your professional administrative level of experience in planning and implementing department sponsored activities and programs (see resume is not acceptable if no experience, please insert N/A).

09

Please describe in detail your experience in creating reports utilizing Excel, using Play or Pay related systems and Records Management System, researching and reconciling POP accounts.

Required Question