ADMINISTRATIVE ASSISTANT

Job Description

POSITION OVERVIEW

Applications accepted from: All persons Interested
Job Classification: Administrative Assistant

Department: Human Resources

Division: Workforce Governance & Compliance Division
Reporting Location: 611 Walker St. *Subject to Change
Workdays & Hours: Monday - Friday 8am - 5pm **SUBJECT TO CHANGE**

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

The City of Houston Human Resources Department is seeking an organized, detail-oriented Administrative Assistant to support the Civil Service and EEO Section within the Workforce Governance and Compliance Division. The Division supports fair employment practices, regulatory compliance, and consistent workforce processes across the City. The Civil Service and EEO Section administers civil service matters, employee grievance and dispute processes, labor-related activities, equal employment opportunity functions, and disability accommodation processes.

The Administrative Assistant provides day-to-day administrative support in a deadline-driven environment where accuracy, confidentiality, sound judgment, professionalism, and effective communication are essential. The position works with employees, managers, Human Resources professionals, labor representatives, and other stakeholders and provides general procedural information regarding administrative processes and requirements.

The position requires the ability to manage multiple assignments and established deadlines while maintaining accurate records and handling confidential or sensitive information. The successful candidate must demonstrate professionalism, impartiality, discretion, attention to detail, organizational skills, and the ability to communicate procedural information clearly and appropriately without providing unauthorized legal, policy, or employment advice.

The Administrative Assistant performs the following duties and other related work as assigned:

• Provides administrative support for the daily operations of the Civil Service and EEO Section, including civil service proceedings, employee grievances, labor disputes, hearings, meetings, and other division activities.

• Drafts, proofreads, prepares, and distributes correspondence, notices, memoranda, reports, meeting materials, and other administrative documents.

• Prepares and distributes notices of hearings, meetings, proceedings, and deadlines and monitors schedules to support timely communication and administrative processing.

• Coordinates case documents, maintains records, tracks deadlines, and supports the administrative processing of employee and labor dispute matters through final disposition.

• Distributes final decisions, awards, orders, and other official documents to appropriate parties and maintains documentation of their distribution.

• Creates and maintains reports, spreadsheets, logs, and tracking tools used to monitor caseloads, deadlines, outcomes, and compliance activities.

• Organizes, catalogs, archives, and retrieves records using approved electronic systems and maintains records in accordance with City procedures, applicable laws, retention requirements, and confidentiality standards.

• Reviews submissions for completeness and adherence to established administrative procedures and follows up as needed to obtain missing or incomplete information.

• Responds to inquiries and provides general procedural information regarding Civil Service and EEO processes, forms, deadlines, and administrative requirements.

• Gathers and compiles information, conducts administrative research, and prepares materials for review by division leadership or other appropriate staff.

• Coordinates meetings and hearings, including scheduling participants, communicating meeting details, reserving facilities, preparing materials, and maintaining related records.

• Serves as an administrative liaison with City departments and other stakeholders to obtain information, coordinate activities, and facilitate the timely completion of assigned responsibilities.

• Handles confidential and sensitive information with discretion and in accordance with applicable City policies, procedures, laws, and confidentiality requirements.

• Assists with special projects, process-related activities, and other administrative functions in support of the Workforce Governance and Compliance Division.

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

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS
Requires a Bachelor’s degree in Business Administration, Liberal Arts, or a related field.
EXPERIENCE REQUIREMENTS
One year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS
None

PREFERENCES

PREFERENCE MAY BE GIVEN TO APPLICANTS WHO POSSESS ONE OR MORE OF THE FOLLOWING:

• Experience providing administrative support in Human Resources, employee relations, labor relations, civil service, legal, compliance, regulatory, or other process-driven environments.

• Experience providing administrative support for hearings, grievances, appeals, investigations, administrative proceedings, or other formal employee or labor-related processes.

• Experience drafting, proofreading, formatting, and distributing professional correspondence, notices, memoranda, reports, and other official documents.

• Experience maintaining confidential or sensitive personnel, legal, case-related, or other protected records.

• Experience using electronic document management or records management systems to organize, maintain, archive, and retrieve records.

• Experience maintaining case-management information, tracking deadlines, preparing reports and spreadsheets, and managing multiple assignments with competing priorities.

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and SharePoint.

• Strong written and verbal communication skills, with demonstrated experience providing customer service and communicating procedural information to employees, supervisors, managers, or members of the public.

• Demonstrated ability to exercise sound judgment, maintain confidentiality, work independently within established procedures, manage competing priorities, and accurately complete assignments with limited supervision.

**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 None
SAFETY IMPACTPOSITIO NNo
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 17

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)393-7238.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information.
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.

If you need special services or accommodations, call (832)393-7238

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: 10/9/2026 11:35 AM Central