Administrative Specialist

Job Description:

Administrative Specialist

Description

POSITION OVERVIEW

Applications Accepted From: ALL PERSONS INTERESTED
Reporting Location: 1200 Travis 12 Floor
Division: People and Client Services - Shared Services Division
Workdays & Hours: Monday- Friday 7:00 AM - 4:00 PM * *Subject to Change**

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS
The City of Houston Human Resources Department is seeking a highly motivated, self-directed, customer-focused, and technologically proficient Administrative Specialist. This position will work collaboratively within the People and Client Services - Shared Services Division, serving as a business partner and primary point of contact in support of the Houston Police Department (HPD). The selected candidate will deliver exceptional human resources services and ensure efficient, accurate processing of departmental actions.

The ideal candidate will demonstrate strong attention to detail and the ability to initiate, track, and accurately upload employee actions into the City of Houston’s HROne SuccessFactors Employee Central (EC) system. The individual must also be willing to perform additional duties essential to the smooth and efficient operation of the unit, supporting both internal and external client needs.

The candidate selected for the position will be responsible for the following:

• Assisting with the Annual Mayor’s Service Awards Luncheon, including distribution of service pins and certificates.
• Processing, tracking, and ensuring accurate data uploads of employee actions through HROne SuccessFactors - Employee Central (EC) and SAP (ECC).
• Collaborating with the HRIM unit to troubleshoot employee action issues and ensure data accuracy.
• Serving as a co-coordinator for HPD’s annual civilian HEAR assessments.
• Reviewing and processing Position Justification Forms (PJF) and coordinating with HPD Talent Acquisition and HPD Finance to confirm funding prior to initiating HROne e-Forms for final approval.
• Responding to and processing internal and external Organizational Management (OM) requests, ensuring timely resolution and successful system updates.
• Staying current on contract changes, ordinances, and administrative procedures that affect position budgeting.
• Researching and tracking separations and vacancies to update Authorized Actual Staffing Reports and other monthly reporting to reflect real-time data.
• Conducting research and analysis to gather information and prepare reports, surveys, and special projects.
• Managing and resolving client inquiries and complaints via email or phone.
• May perform other duties as assigned and participate in special projects as needed to ensure efficient operation of the unit.

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.

MINIMUM REQUIREMENTS

EDUCATION REOUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts or a related field.

EXPERIENCE REOUIREMENTS
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 REOUIREMENTS
None

PREFERENCES

**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.**

**Preference shall be given to the applicants who are:

• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, SharePoint, OneDrive)
• Skilled in creating and managing spreadsheets, shared files, and collaborative workflows
• Experienced in data entry, data transfer between systems, and database maintenance with a focus on accuracy
• Knowledgeable in data cleanup, file importing/exporting, and ensuring data integrity
• Known for strong communication skills; professional, patient, and solution-oriented in all interactions
• Experienced in working with clients, vendors, and internal teams in a positive, service-focused manner
• Adept at handling inquiries, resolving issues, and providing excellent customer support
• Skilled in calendar management, meeting scheduling, and logistics coordination
• Experienced in preparing documents, reports, and presentations
• Supports daily office operations and team needs efficiently
• Maintains organized digital and physical filing systems
• Bi-Lingual in Spanish

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED:
Department may administer skills assessment test.

SAFETY IMPACT POSITION: NO

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 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 (832-393-7238).

If you need special services or accommodations, call (832-393-7238). (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 individual's 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

Closing Date/Time: 6/15/2026 11:59 PM Central

Salary:

$2,134.00 - $2,705.65 Biweekly