ADMINISTRATIVE SPECIALIST

Full Job Description

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

PURPOSE OF DIVISION
The Planning & Development Division encompasses four sections: Planning, Environmental, Sustainability, and Resiliency.

Planning Section: Maximize the useful life of Houston Airport System (HAS) facilities and plan for their replacement when extending asset life is no longer feasible.

In doing so, the Planning Section provides a strategic roadmap for facility development across HAS and generates and maintaining validity of development documents in compliance with Federal Aviation Administration (FAA) requirements.

Environmental Section: Ensures system-wide compliance with federal, state, and local environmental regulations while proactively managing environmental risk.

The Section leads the development and FAA approval of National Environmental Policy Act (NEPA) documentation to support timely delivery of HAS capital and operational initiatives.

Sustainability Section: Advances HAS’s sustainability objectives by integrating sustainable development principles into planning, design standards, capital programs, and enterprise-wide initiatives.

The Section drives performance across energy, water, waste, and resiliency, supporting progress toward net-zero emissions and long-term operational and environmental sustainability.

Resiliency Section: Strengthens airport system preparedness and continuity by developing and implementing strategies that enhance resilience to disruptive events, including extreme weather, power outages, and other operational threats.

The Section focuses on minimizing downtime, protecting critical assets, and enabling rapid recovery of airport operations.

PURPOSE OF THE POSITION

The purpose of the Administrative Specialist is to provide direct administrative, fiscal, and operational support to the Planning & Development Director.

This position operates within a dynamic environment and provides support with various administrative tasks associated with the planning and management of three airports in the Houston Airport System: George Bush Intercontinental Airport (IAH), William P.

Hobby (HOU) and Ellington (EFD) airports.

The primary functions of this position include: organizing and maintaining meeting schedules; coordinating the preparation and reproduction of reports, briefing materials, and meeting notes; supporting the Division with the management of contractors; interfacing with the HAS Director’s office as well as the Division’s Assistant Directors, Deputy Assistant Directors, and Team members; tracking budgets, expenditures, and travel requests; understanding and applying City of Houston’s administrative procedures; and being a liaison among the Planning & Development Director and other HAS Team members.

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

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

• Interprets and disseminates administrative policies and procedural revisions for staff implementation.
• Provides guidance to department staff in various activities necessary to attain operational goals.
• Composes corresponding, directives, speeches, etc.
• Prepares drafts on various departmental matters and edits material as required.
• Prepares and analyzes the department’s annual budget and budget revisions; manages expenditures and monitors line-item balances.
• Respond to written and telephone inquiries, request and complaints from the public.
• Conducts studies of department organization and operation
• Coordinates preparation of report on findings and offers recommendations concerning various problems.
• Assists as needed in producing public information activities, including preparing news releases, brochures, visuals presentations, etc.
• Participates in special projects as assigned.
• Coordinates with the Division’s Assistant Directors and Deputy Assistant Directors to ensure consistency and continuity of operations and efforts within the Division, as well as preparing materials for Senior Staff briefings.
• Support the Division’s Assistant Directors and Deputy Assistant Directors with tasks related to letters of authorization (LOAs) and the management of contractors.
• Support the Division’s Director with organizing quarterly Division meetings and team-building events.

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.

Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye/hand movements on a patterned response space within low tolerance demands with no real speed requirements.

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

May require a valid Texas driver's license and compliance with the City of Houston's policy on driving.

Qualifications

• Advanced knowledge of Microsoft Office suite
• Experience in city or airport administration processes
• Experience in coordinating with Senior Level Leadership/Director’s Office

**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 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 (281-233-1043).

If you need login assistance or technical support call 855-524-5627. If you need special services or accommodations, call (281-233-1043).

(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.

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
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.