ADMINISTRATIVE ASSISTANT

Full Job Description

Applications Accepted from: All Persons Interested

PN 37890

Division: Single Family
Reporting Location: 2100 Travis, Houston, TX 77002
Workdays & Hours: 8 am - 5 pm, Monday - Friday*
* Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The City of Houston’s Housing and Community Development Department (HCD) seeks to create a city in which every resident has an affordable home in a community where they can thrive.

Partnering with non-profit, governmental, and local entities, HCD strives to strengthen Houston’s neighborhoods and provide true housing choice.

To achieve this vision, HCD is seeking an Administrative Assistant to join its team.

In this position, you will be responsible for providing administrative support to all sections relating to Eligibility and New Home Construction.

Additionally, this position is responsible for ensuring the Program Staff receives complete and accurate applications and supplemental documentation to process files efficiently.

Candidates for this position should have a high degree of initiative, exceptional attention to detail, well-developed critical thinking skills, experience with MS Office, SharePoint, and Adobe Pro, and be customer service oriented.

The candidate should also be highly organized and able to meet goals in a high-volume production environment.

Key Responsibilities

• Responds and provides assistance to internal and external stakeholders.
• Assists with updating Standard Operating Procedures, Program Guidelines, Job Aids, and other relevant documents.
• Provides assistance to program staff with database management by completing data entry or uploading documentation received.
• Provides intake and screening for applicants by collecting required documentation (via phone, online, in-person or off-site) for file review.
• Assists with the planning, presentation, and promotion of program events and outreach.
• Maintains awareness of all changes to applicable program requirements and adopt those changes in the performance of specific work tasks.
• Supports management with administration tasks.
• Performs other duties or special projects, as assigned.

Essential Attributes

• Driven: Exhibits initiative and a willingness to take ownership of assignments and go the extra mile to complete assigned tasks.
• Initiative. Seeks alternative means and methods to add value to role and take on additional related responsibilities with an ability and willingness to perform a wide range of diverse duties
• Attention to Detail. Ability to assess detail and work in a time-conscious and time-effective manner with an ability to respond to changing priorities and multiple interruptions
• Prioritization. Organizes and prioritizes a variety of assignments and multiple tasks in an effective and timely manner, set priorities, and meet deadlines
• Problem Solving. Ability to analyze and make independent recommendations regarding solutions to barriers to completion of assigned tasks.

This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends.

WORKING CONDITIONS
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. There are occasional minor discomforts from exposure to less-than optimal temperature and air conditions.

Requirements

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

MINIMUM EXPERIENCE REQUIREMENTS
One year of administrative experience is required.

Substitutions:

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

Qualifications Application processing, eligibility determination and/or construction.Exceptional organizational skills, attention to detail, and the ability to manage multiple projects and competing priorities/deadlines Excellent customer service and relationship-building skillsManaging multiple tasks and priorities with competing deadlines and adapting to frequently changing production requirements and schedules.Performing at an intermediate-advanced level in Microsoft Word, Excel, SharePoint, Adobe Pro, SharePoint, OnBase or similar information/document management systems, and with the ability to quickly grasp specialized software programs.Flexibility in adapting to organizational changeBilingual (English/Spanish)**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 relevant to job description.

SAFETY IMPACT POSITION NoIf 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 17APPLICATION PROCEDURESOnly 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: http://www.www.houstontx.govTo view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832.394.6200.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.Equal Employment Opportunity: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.If you need special services or accommodations, please call 832.393.6090; TTY 7-1-1.