ADMINISTRATIVE SPECIALIST (SPD)

City of Houston
Published
September 23, 2022
Location
Houston, TX
Category
Job Type

Description

Applications accepted from:  ALL PERSONS INTERESTED
Classification: Administrative Specialist 
Division: Strategic Procurement Division  
Posting Number: 29504
Reporting Location: 611 Walker St.  *Pilot Hybrid remote option* 
Workdays & Hours: MONDAY – FRIDAY 8:00 AM – 5:00 PM *Subject to change

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS.
 Performs professional administrative functions related to the development and implementation of policies and procedures in the Strategic Procurement Division. Performs duties in the establishment and maintenance of records; prepares, researches, and analyzes data; prepares simple reports and departmental procedures, directives, and guidelines in researching and analyzing data and account status.
 
The Administrative Specialist duties include but are not limited to:

  • Interprets and implements basic rules, regulations, policies and procedures in day-to-day department operations.
  • Drafts correspondence, reports and other documents; proofs/edits documents for accuracy, content and format.
  • Prepares periodic and special reports; compiles information and maintains department reference information.
  • Investigates problems/potential problems by means of written and verbal communications; prepares findings and recommends solutions.
  • Organizes inventorying, cataloging, retention and retrieval of department documents.
  • Assists in the coordination of department staff services, such as personnel, purchasing, storekeeping, public relations and office management.
  • Conducts administrative research and long-range planning studies on special management activities.
  • Measures, compiles, and analyzes metrics to assist in citywide central services accounts payable activities. 
  • Respond to vendor issues or inquiries.
  • Assist in maintaining and updating policies and procedures. 
  • Ability to apply specific guidelines, internal controls and methodologies.  
  • Ability to work independently under strict time deadlines.  
  • Ability to organize heavy workloads and prioritize multiple responsibilities. 
  • Researches and responds to internal and external customer inquiries. 
  • Ensures all documentation and authorization is received according to guidelines.  
  • Discusses questionable information with user departments or team leads and ensures corrections are processed.
  • Performs other duties as requested.

WORKING CONDITIONS
This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

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