ADMINISTRATIVE ASSOCIATE

ADMINISTRATIVE ASSOCIATE

Salary

$19.76 - $24.96 Hourly

Location

901 Bagby

Job Type

Full Time

Job Number

39905

Department

Controllers Office

Opening Date

10/27/2026

Closing Date

11/3/2026 11:59 PM Central

• Description
• Benefits
• Questions

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSON INTERESTED

DIVISION: OPERATIONS DIVISION - ADMINISTRATION SECTION

REPORTING LOCATION: 901 BAGBY ST., 6TH FL.

WORKDAYS & HOURS: MONDAY - FRIDAY 8AM - 5PM*

• Subject to change

DESCRIPTION OF DUTIES/ ESSENTIAL FUNCTIONS

Under the guidance of the City Controller or designee, the Administrative Associate provides essential administrative and clerical support to the City Controllers Office, ensuring the smooth operation of office functions. This role is responsible for maintaining records, preparing reports, coordinating schedules, and assisting with financial and compliance tasks in accordance with municipal regulations. In addition, the Administrative Associate serves as the primary receptionist for the City Controller's Office.

The Administrative Associate's duties will include but are not limited to:

• Manage correspondence, including emails, memos, and reports, and ensure timely communication within and outside the department.

• Maintain and organize office files, records, and documents, ensuring compliance with recordkeeping regulations.

• Compile, input, and update financial and operational data in relevant systems.

• Compiles data for use in a variety of reports, surveys, inventories and studies.

• Assist in preparing routine and ad hoc reports, including financial summaries and compliance audits.

• Conduct basic analysis of data and provide recommendations to supervisors as needed.

• Serve as the first point of contact for internal and external inquiries, providing accurate information or redirecting to appropriate personnel.

• Handle requests from other city departments, vendors, and constituents with professionalism.

• Monitor and order office supplies to maintain inventory levels and enter work orders.

• Time stamp and distribute all incoming contracts and ordinances.

• Assist in processing invoices, purchase orders, and other financial transactions.

• Support special projects or initiatives as directed by the City Controller or division management team.

• Provides technical guidance and assistance to clerical staff.

• Performs other duties as requested.

WORKING CONDITIONS

The position is physically comfortable; the individual has discretion about walking, standing, etc. but may periodically be subject to outdoor conditions.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

Requires a Bachelors degree in Business Administration, Liberal arts or a related field.

EXPERIENCE REQUIREMENTS

No experience required. Professional administrative experience may be substituted for the above education requirement on a year for year basis.

LICENSE REQUIREMENTS

None.

PREFERENCES

Preference will be given to candidates who can conduct in-depth analyses of city operations across various departments to identify inefficiencies, bottlenecks, and areas for improvement. In addition, preference will be given to candidates with a track record of working with department heads to map and assess key operational processes, focusing on aligning them with budgetary constraints and organizational goals. The ideal candidate will be able to evaluate operational performance and make recommendations to enhance service delivery while optimizing resource utilization.

KEY SKILLS AND ABILITIES

• Strong leadership track record.
• Ability to plan, organize, and prioritize work assignments.
• Exceptional verbal and written communication skills.
• Use of appropriate written and verbal language and grammar with minimal errors.
• Exceptional attention to detail.
• Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with database systems.
• Ability to handle sensitive and confidential information with discretion.
• Detail-oriented with strong problem-solving abilities.

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.

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED

Department may administer skills assessment test.

SAFETY IMPACT POSITION No

If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY INFORMATION

Factors used in determining the salary offered include the candidates qualifications as well as the pay rates of other employees in this classification.

PAY GRADE: 13

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 (832-393-0453).

If you need special services or accommodations, call (832-393-0453). (TTY 7-1-1)

If you need login assistance or technical support 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 provided.

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 individuals sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical
• Dental
• Vision
• Wellness
• Supplemental Insurance
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 13 city holidays, plus one floating holiday
• Compensable Sick Leave
• Personal Leave
• Flexible schedules
• Hybrid-Telework for eligible positions
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Paid Prenatal, Parental and Infant Wellness Leaves
• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

• Yes
• No

02

Which best describes your highest level of education?

• High School Diploma / GED
• Associates Degree
• Bachelors Degree
• Masters Degree or higher
• None of the Above

03

How many years of professional administrative experience do you have?

• None
• 1 year or less
• 2 - 3 years
• 4 - 5 years
• 6 years or more

04

Please indicate your level of proficiency in Microsoft Office 365 (Word, Access, Excel, PowerPoint, Outlook).

• BEGINNER: Perform daily word processing tasks in Word, enter correct data, create a database, import data from Excel in Access, format cells, rows and columns in Excel, create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; creates a new e-mail message, checking e-mail in Outlook.
• INTERMEDIATE: Basic formatting and creating a variety of templates, mail merges in Word; create primary key to associate data between multiple tables, create a select query in Access; create, modify, and format charts, use graphic objects to enhance worksheets & charts in Excel; add special effects to presentations (design and animation) in PowerPoint; reply, forward, print and delete an e-mail message in Outlook.
• ADVANCED: Manage table data, sort and filter merges in Word, create a split form and report and back up your databases in Access; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; delete e-mails from the Inbox, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.
• EXPERT: Produce table of contents, footnotes, endnotes, and bookmarks in Word; manage Macro commands, and manage database objects in Access; use advanced formula functions (Vlookup, IF, IS) manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowePoint; managing multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.
• I have no experience in working with Microsoft Office Products.

05

Are you a current City of Houston employee?

• Yes
• No

06

If you have not attached a resume to this application, please do so before submitting. ( Please add "Resume" in the text)

Required Question

Employer City of Houston

Address 901 Bagby St

Houston, Texas, 77002

Website https://www.houstontx.gov/