ADMINISTRATIVE SPECIALIST (RISK MANAGEMENT)

Full Job Description

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED
JOB CLASSIFICATION: ADMINISTRATIVE SPECIALIST
DIVISION/ SECTION: Risk Management
WORKDAYS & HOURS: MONDAY - FRIDAY 8 AM - 5 PM*
*Subject to change *Occasional Weekends

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The City of Houston, Human Resources Department, seeks a dynamic, independently self-sufficient customer-focused, and technologically savvy Administrative Specialist.

The candidate selected for this position will work collaboratively within the Human Resource, Occupational Risk Management (HR-ORM) Division to support the divisions workplace safety and injury prevention efforts across all city departments.

The candidate will also support an executive and serve as business partner and point-of-contact to provide superior human resources services.

You will work independently to identify issues or problems within specific management areas and research issues, coordinate activities on the organization's behalf and prioritize tasks with competing deadlines.

Job duties and responsibilities will include but are not limited to the following:

• Draft memos and other professional correspondence and in accordance with HR standards, obtain signatures via Docusign, and coordinate the Deputy Assistant Director’s calendar.
• Serve as a backup to the Administrative Specialist for the Assistant Director.
• Establish, maintain, and update files, logs, contact lists, and databases for the HR-Occupational Risk Management Division.
• Prepare slide deck presentations, as requested, for committee meetings, trainings, and policies.
• Prepare meeting deliverables.
• Support the procurement process for the Workplace Safety and Injury Prevention (WSIP) section of HR-ORM.
• Maintain a working database for the timely and accurate distribution of promotional safety items.
• Compile data and create monthly safety reports, as requested.
• Classify workplace injuries and illnesses via the Safety Management System.
• Identify, develop, and implement PowerPoint presentations for committee meetings, trainings, and policies.
• Provides guidance to department safety staff in various activities necessary to attain operational goals. Assists WSIP team with administrative requests.
• Request police reports and estimates for vehicle accidents, when requested.
• Handles telephone and email inquiries from City Legal Department and/or other entities.
• Perform other duties as assigned.

WORKING CONDITIONS
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

Special Skills/Equipment Required:

To be successful in this role, the candidate must be reliable, confidential, highly organized, and detail oriented. Must possess excellent communication skills both verbally and in writing.

Must work well independently and in teams, equally. Must be adaptable and comfortable with multi-tasking and handling multiple requests from various individuals and departments.

Must be capable of creating organizational systems which others can easily reference and utilize. Proficiency in Microsoft Office 365, including Word, PowerPoint, Outlook, Excel, and Teams is required.

Requirements

MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS
Requires a bachelor's degree in business administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS
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 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
Department may administer skills assessment test.

SAFETY IMPACT POSITION Yes

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 posting opening and closing dates shown. 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 832-393-6032.

If you need special services or accommodations, please call TTY 7-1-1. 832-393-6032.

If you need login assistance or technical support, please 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.

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.