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ADMINISTRATIVE SPECIALIST (CAPITAL PROJECTS)

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ADMINISTRATIVE SPECIALIST (CAPITAL PROJECTS)

Salary

$55,484.00 - $63,883.82 Annually

Location

900 Bagby-City Hall Annex

Job Type

Full Time

Job Number

37881

Department

General Services

Opening Date

01/02/2026

Closing Date

1/9/2026 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications Accepted from: All Persons Interested

Division: Design & Construction

Workdays & Hours: M - F, 8 AM - 5 PM*

*Subject to change

ABOUT US

In 2000, the General Services Department (GSD) was established to construct, improve, operate, and maintain the City’s building portfolio. Since that time, GSD has evolved into a full-service, client-centered department that provides a comprehensive suite of services to over 300 facilities: representing 7.7 million square feet of occupied space. As a full-service department, GSD assists its clients in identifying the appropriate real estate solution and then provides design and construction services for the development of the facility. Once the facility is ready for occupation, GSD provides energy, property, and security management services to ensure the lights come on and the facility is clean, well-maintained, and secure. To further enhance the operation of its facilities, GSD established the Sustainable Growth division.

PURPOSE OF POSITION

The General Services Department is looking for a skilled Administrative Specialist to perform varied professional administrative functions for its Capital Projects section. This role will support the Design and Construction Division in creating coversheets for Council Agenda, reviewing supporting documents for coversheets and contracts, and managing multiple competing priorities and deadlines in an extremely fast-paced environment.

The Administrative Specialist (Capital Projects) duties include but are not limited to:

+ Helps create processes for coversheets and contracts effectiveness.

+ Creates, reviews, and processes coversheets for Professional Services and Construction Contracts.

+ Reviews Insurance documents

+ Processes documents and contracts for signatures through electronic process.

+ Strong technical skills, including experience with Microsoft Word, Excel, Outlook, and PowerPoint

+ Liaison with Property Management Division and Security Management Division with respect to capital project support and coordination

+ Assist with Contract document updates as required by the Legal Department

+ Perform other administrative duties as required

+ Strong written and verbal communication

+ Critical thinking and Leadership skills

+ Utilizes SAP for various functions supporting the Division.

+ Assists with processing Request for Council Actions (RCAs) including setting up funding in SAP (System Analysis Program).

+ Coordinates City of Houston Ordinances and legal documents through the Legal Department for processing.

+ Creates reports related to capital project updates and funding.

+ Coordinates with Finance and the Controller’s office to process SAP functions.

+ Participates in special projects and performs other duties as assigned.

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.

MINIMUM REQUIREMENTS

EDUCATIONAL 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

Preference will be given to qualified applicants with the following:

+ Demonstrable Extensive Administrative experience

+ Superior written and oral communication skills

+ Experience in data analytics

+ Experience with SAP

+ Setting up funding for funded programs

+ Experience using Share Point / One Drive

+ Advanced experience with Microsoft Excel/Power BI.

+ Valid Driver's License, as well as

**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 a skills test.

SAFETY IMPACT POSITION No

This position is subject to random drug testing and if a promotional position candidate must pass an assignment drug test.

PAY GRADE: 20

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 832-393-8085.

If you need special services or accommodations, call 832-393-8085. (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

Are you a current employee of the General Services Department?

+ Yes

+ No

03

What best describes your highest level of education?

+ Less than High School diploma/GED

+ High School Diploma or GED

+ Associate's degree

+ Bachelor's Degree or higher

04

If you selected a degree above, please list your degree. Any form of "See Resume" is not an acceptable answer.

05

How many years of professional administrative experience do you possess?

+ Less than 3 years

+ 3 to less than 5 years

+ 5 to less than 7 years

+ 7 years or more of experience

06

Please describe your professional administrative experience. If no experience, please type "N/A". Any form of "See Resume" is not an acceptable answer.

07

How many years of experience do you possess working with Request for Council Actions (RCAs)?

+ Less than 1 year

+ 1 to less than 2 years

+ 2 to less than 3 years

+ 3 or more years

+ No experience

08

Please describe your experience with Request for Council Actions (RCAs). If no experience, please type "N/A." Any form of "See Resume" is not an acceptable answer.

09

How many years of experience do you possess working with Capital Improvement Projects (CIP)?

+ Less than 1 year

+ 1 to less than 2 years

+ 2 to less than 3 years

+ 3 years or more

+ No experience

10

Please describe your experience with Capital Improvement Projects (CIPs). If no experience, please type "N/A". Any form of "See Resume" is not an acceptable answer.

11

Do you have experience with setting up requisitions in SAP for purchase orders?

+ Yes

+ No

12

Please describe your experience with setting up requisitions in SAP for purchase orders. If no experience, type "N/A." Any form of "See Resume" is not an acceptable answer.

13

Do you have experience with setting up funding in SAP for funded programs and WBS Numbers?

+ Yes

+ No

14

Briefly describe your experience with setting up funding in SAP for funded programs and WBS Numbers. If no experience, type "N/A." Any form of "See Resume" is not an acceptable answer.

15

Please describe your experience with creating spreadsheets and reports in Microsoft Excel and databases in Power BI. Please give examples. If no experience, type "N/A." Any form of "See Resume" is not an acceptable answer.

16

Please describe your experience with setting up and using One Drive. If no experience, type "N/A." Any form of "See Resume" is not an acceptable answer.

Required Question