Administrative Assistant

Full Job Description

Applications accepted from: ALL PERSONS INTERESTED
Job Classification: ADMINISTRATIVE ASSISTANT
Posting Number: PN# 38559
Department: HOUSTON POLICE
Division: TRAINING
Reporting Location: 17000 ALDINE WESTFIELD RD
Workdays & Hours: MONDAY – FRIDAY; 7 AM – 3 PM*
*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS:
Performs professional administrative functions related to the development and implementation of policies and procedures in the assigned department.

RESPONSIBILITIES:

• Interprets and implements basic rules, regulations, policies and procedures in day-to-day department operations.
• Drafts correspondence, reports and other documents; proof/edits documents for accuracy, content and format.
• Prepares periodic and special reports; compiles information and maintains department reference information.
• Investigates problems/potential problems by means of written and verbal communications; prepares findings and recommends solutions.
• Organizes inventorying, cataloging, retention, and retrieval of department documents.
• Assists in the coordination of department staff services, such as personnel, purchasing, storekeeping, public relations, and office management.
• Conducts administrative research and long-range planning studies on special management activities.
• Assist with department budget preparation and monitoring.
• Represents the department head at staff meetings and some conferences; acts as liaison to designated private agencies and organizations.
• All duties and responsibilities may not be included in the above job descriptions.

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.

“Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required.

If applicable, the applicant’s past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.

Requirements

EDUCATIONAL REQUIREMENTS:
Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS:
One year of administrative experience is required.

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

LICENSE REQUIREMENTS:
None.

Qualifications

**Preference shall be given to the applicants who are:

• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, SharePoint, OneDrive)
• Skilled in creating and managing spreadsheets, shared files, and collaborative workflows
• Experienced in data entry, data transfer between systems, and database maintenance with a focus on accuracy
• Knowledgeable in data cleanup, file importing/exporting, and ensuring data integrity
• Known for strong communication skills; professional, patient, and solution-oriented in all interactions
• Experienced in working with clients, vendors, and internal teams in a positive, service-focused manner
• Adept at handling inquiries, resolving issues, and providing excellent customer support
• Skilled in calendar management, meeting scheduling, and logistics coordination
• Experienced in preparing documents, reports, and presentations
• Supports daily office operations and team needs efficiently
• Maintains organized digital and physical filing 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.**

Additional Information

SELECTION/SKILLS TESTS REQUIRED:
Department may administer skills assessment test.

SAFETY IMPACT POSITION: NO

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 17

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 (713-308-1228).

If you need special services or accommodations, call (713-308-1228). (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.