EXECUTIVE OFFICE ASSISTANT

Full Job Description

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

PURPOSE OF DIVISION

The Houston Airport System (HAS) Commercial Development division unit plans and directs all Houston Airports commercial activities, including airline affairs, real estate, air service development, concessions, marketing and parking.

Responsibilities include leasing and managing airport property for airlines and other tenants, working with airline partners to launch and/or expand air service in Houston, developing and overseeing non-airline revenue from airport concession businesses, providing strategic insight to improve the passenger experience, communicating Houston Airports services to the public, and delivering the best possible parking experience to the traveling public.

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.

The Houston Airport System (HAS) Compliance Division oversees regulatory compliance for Houston Airports, including Internal Audit, ADA, Title VI, and the Office of Business Opportunity (OBO).

• OBO fosters a competitive, diverse business environment across IAH, HOU, and EFD by supporting local small businesses, with emphasis on M/W/S/PDBE, DBE, and ACDBE firms as required by CFR 49 Parts 23 and 26.

• ADA & Title VI Programs ensure compliance with federal requirements and FAA regulations prohibiting discrimination based on race, color, national origin, or disability in federally funded programs.
• Internal Audit provides independent assurance and consulting to strengthen risk management, controls, and governance. It promotes efficiency, compliance, fraud prevention, and continuous improvement through objective evaluations of systems and processes.

Purpose of the Position

The purpose of this position is to provide professional administrative support.

This role ensures the efficient coordination of office management and operational activities by performing a variety of clerical and administrative tasks.

The position requires strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information with discretion.

“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:

• Answer and screen telephone calls, take messages, and respond to routine inquiries. Receive and announce visitors and direct inquiries appropriately.
• Open, sort, and distribute mail; prepare outgoing correspondence using standard formats; send faxes, packages, and mail.
• Prepare, edit, and proofread correspondence, reports, forms, and documents. Compose routine correspondence for supervisor’s approval.
• Maintain calendars by scheduling meetings and appointments; arrange travel and prepare expense reports.
• Gather and prepare materials for meetings and presentations; coordinate meeting logistics including location, notices, agendas, and equipment setup; may prepare meeting minutes.
• Maintain organized filing systems for correspondence, reports, budget information, personnel records, and other departmental documents.
• Procure office supplies and services, including equipment maintenance and repairs.
• Assist with operational projects and special assignments based on goals and instructions from leadership.
• May prepare time and attendance records for management approval.

WORKING CONDITIONS

Requirements

EDUCATIONAL REQUIREMENTS:
Requires a high school diploma or a GED.

Certification:
May be required to pass a City administered typing test with a typing speed of 70 words per minute with no more than 7 errors.

EXPERIENCE REQUIREMENTS:
Three years of clerical or administrative support experience are required.

Qualifications

Preference will be given to applicants with knowledge of COH policies pertaining to use of Purchasing Card, use of city vehicles, travel and timekeeping. Minimum intermediate-level knowledge and frequent use of Microsoft Office, SAP, TMS, etc. Strong analytical and decision-making skills that facilitate swift problem resolution. Knowledge and experience in airport operations and project management. Strong communication, interpersonal, relationship building and teamwork skills.

**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 - NO
NO - If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

PAY GRADE - 15

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