ADMINISTRATIVE ASSISTANT - IAH

Full Job Description

Applications will be accepted from: ALL PERSONS INTERESTED
Division/ Section: BUSH INTERCONTINENTAL - FINANCE
Workdays & Hours: Monday - Friday 8:00 am – 5:00 pm* (*Subject to change)

PURPOSE OF DIVISION

The Houston Airport System (HAS) Finance Division is to support the financial health and strategic objectives of the Houston Airport System (HAS) by timely and accurately posting accrual expenditures, processing invoices and scheduling payments for multi-funded, ITRP, CIP and O&M projects in SAP and OnBase systems.

The Division also administers the P-Card program, monitor and approve utilities transactions, interfund billing and travel.

Accounting and Disbursement also provide oversight and guidance among internal stakeholders to ensure compliance with federal, state and local laws; and legislation including Government Accounting Standard (GASB) rules on accounting practices.

Purpose of the Position

The purpose of the Administrative Assistant is to provide administrative support, interpret and implement basic rules and regulations, policies, and procedures in the day-to-day operations of the Business Unit.

Assist in the coordination of the department staff services, such as personnel, purchasing, budget tracking, pay, and other office management duties.

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.

“Candidates must be able to obtain all security required badge access including Custom Border Patrol access within 6 months from the hire date."

The responsibilities of this position include, but are not limited to:

• Supports the day-to-day operations of the Finance Division by interpreting and applying basic rules, regulations, policies, and procedures to ensure compliance with HAS guidelines and applicable governmental standards.

• Drafts, reviews, and edits correspondence, memos, reports, and other documents for accuracy, completeness, and proper format; prepares materials for submission to Upper Management and other stakeholders.

• Compiles, organizes, and maintains key reference information and departmental documentation to support financial processing, audit readiness, and internal record-keeping requirements.

• Investigates operational issues through written and verbal communication; documents findings, identifies potential problems, and recommends appropriate solutions.

• Coordinates administrative functions for the Business Unit, including personnel actions, purchasing support, office management, inventory control, and other staff-service activities.

• Assists with the hiring and onboarding of new employees by scheduling interviews, tracking required documents, coordinating start-up activities, and arranging training.

• Conducts administrative research and supports planning activities related to special projects, process improvement efforts, and long-range departmental needs.

• Assists with preparation, tracking, and monitoring of the departmental budget to ensure timely and accurate financial documentation.

• Represents the department in staff meetings and selected internal engagements; serves as a liaison to designated external partners, private organizations, and program representatives.

• Performs additional administrative and support duties as assigned to assist with the efficient functioning of the Finance Division.

WORKING CONDITIONS

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 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
The selection process will involve application review and/or interview. 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.

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

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.

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