ADMINISTRATIVE SPECIALIST Print (https://www.governmentjobs.com/careers/houston/jobs/newprint/4811497) Apply  ADMINISTRATIVE SPECIALIST Salary $53,612.00 - $67,575.30 Annually Location Houston, TX Job Type Full Time Job Number 36127 Department Administration and Regulatory Affairs Opening Date 01/30/2025 Closing Date 2/6/2025 11:59 PM Central + Description + Benefits + Questions POSITION OVERVIEW Applications accepted from: All Persons Interested Job Classification: ADMINISTRATIVE SPECIALIST Posting Number: 36127 Department: ADMINISTRATION AND REGULATORY AFFAIRS Division: PARK HOUSTON Reporting Location: 2020 McKinney, Houston, Texas 77003 Workdays & Hours: MONDAY – FRIDAY 8:00 – 5:00**** ****Subject to Change DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS Park Houston Division is looking for a dynamic and enthusiastic Administrative Specialist whose primary role will be as the City's employee parking/transit coordinator. The ideal candidate will manage and oversee the commuter program for City of Houston employees and the Americans with Disability Act (ADA) Enforcement Volunteer Program, ensuring efficient operations and compliance with applicable regulations. This role requires strong organizational skills, the ability to thrive in a fast-paced environment, the ability to manage tasks and responsibilities independently, and excellent communication abilities to present information to various audiences effectively and confidently. + Coordinate the City of Houston’s employee parking/transit program related to Administrative Procedure 3-6. + Communicate with outside agencies, including transit authorities and service providers, to coordinate programs and resolve issues. + Maintain and update the employee parking database to track allocations, usage, and permit parking. + Ensure employee parking records are accurate and up to date. + Address parking inquiries and promptly resolve conflicts or issues related to parking access. + Conduct presentations to employees, department parking coordinators, and community groups about commuter, parking, and volunteer programs. + Prepare promotional materials, newsletters, and emails to encourage program participation. + Monitor program budgets and identify opportunities for cost savings. + Address employee feedback to improve the program’s effectiveness + Enrollment of new employees; administer changes/deactivations for current employees. + Assist in preparing vendor contracts, budgeting, account reconciliation, accounts payable, refunds, charges and discrepancy resolutions. + Writes, updates, implements, and administrates City employee parking/transit policies and procedures. + Prepares invoices and collects quarterly contract parking payments for all parking facilities and transit passes. + Creates monthly reports to request City credits and cancellations with vendors. + Volunteer Program Duties + Schedule, train and serve as the primary contact for all volunteers enrolled in the program. + Track productivity and ensure volunteers are in compliance with all State and City codes. + Maintain/update program policies/procedures. + Develop recognition program for volunteers. + 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. MINIMUM REQUIREMENTS EDUCATION Requires a Bachelor’s degree in Business Administration, Liberal Arts, Public Administration or a related field. EXPERIENCE Three (3) years of administrative experience are required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis. LICENSE 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.** Preference will be given to the candidates with the following: + Strong public speaking and interpersonal communication skills. + Proficiency in SAP for financial tracking. + Ability to multi-task in a high-volume, fast-paced environment. + Strong analytical and problem-solving skills, with attention to detail and accuracy. + Effective time management skills. + Team oriented. + Effective written and oral communication skills. + Excellent organizational and documentation skills GENERAL INFORMATION SELECTION/SKILLS TESTS REQUIRED Department may administer skills assessment test. SAFETY IMPACT POSITION Yes 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 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 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 (832-393-0450). If you need special services or accommodations, call (832/393-0450). (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 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 Indicate your highest level of education completed. + High school diploma/GED + Associate's degree + Bachelor's degree or Beyond + None of the above + None of the above 03 How many years of professional administrative experience do you have? + Less than 3 years of experience + 3 years of experience + 4 years of experience + 5 years of experience + 6 years of experience + 7 years of experience + 8 or more years of experience + I have no professional 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. + None of the above 05 Briefly describe how you organize/prioritize tasks to ensure they are completed on time. (See resume will delay your application) 06 Briefly describe how you would develop a strategy to engage and motivate volunteers. (See resume will delay your application) 07 . Briefly describe the process you would use to track and report invoices for multiple vendors accurately. (See resume will delay your application) 08 Are you a current City of Houston Employee? + Yes + No 09 How many years of experience do you have with SAP for financial tracking? + Less than 3 years of experience + 3 years of experience + 4 years of experience + 5 or more years of experience + I don't have experience with SAP for financial tracking 10 Do you have a valid Texas driver's license or the ability to obtain one within 30 days of selection? + Yes + No 11 Please indicate languages, other than English, in which you are fluent (reading, writing, and/or speaking). Check all that apply: + Spanish + Chinese or Mandarin + Vietnamese + German + French + Other Languages + I am not Bilingual Required Question