ADMINISTRATIVE COORDINATOR

Applications accepted from: All Persons Interested

Service Line: Director's Office
Reporting Location: 611 Walker Street *
Workdays & Hours: Mon. - Fri., 8:00 a.m. - 5:00 p.m. * Occasional extended weekdays/weekend hours may be required to support operational needs, special projects, or time-sensitive priorities. 
* Subject to change


DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

GENERAL SUMMARY:

Provides executive-level administrative support to the Director of Houston Public Works in a fast-paced, high-volume executive office environment. Performs a wide range of administrative and coordination duties involving management of the Director’s complex and frequently changing calendar, scheduling priorities, meetings, correspondence, travel arrangements, phone and email communications, purchasing activities, and special projects.

Handles highly sensitive and confidential information with professionalism, discretion, and sound judgment while supporting the efficient day-to-day operations of the Director’s Office. Coordinates communication and scheduling activities with executive leadership, elected officials, governmental agencies, external partners, department staff, and the public in a professional and timely manner.

Requires exceptional organizational skills, adaptability, attention to detail, and the ability to manage multiple competing priorities and time-sensitive requests with accuracy, professionalism, and responsiveness.

RESPONSIBILITIES:

• Coordinates and manages the Director’s complex calendar, including scheduling meetings, prioritizing appointments and requests, resolving scheduling conflicts, and supporting alignment with executive priorities and departmental objectives. 
• Coordinates meetings, conferences, presentations, and departmental functions involving the Director, including scheduling, logistics, and follow-up coordination. 
• Serves as an administrative liaison between the Director and executive leadership, elected officials, governmental agencies, community organizations, external partners, department staff, and the public. 
• Maintains flexibility and responsiveness in managing rapidly changing schedules, priorities, and executive requests.
• Screens, prioritizes, and responds to incoming communications including phone calls, emails, correspondence, invitations, and requests for information, exercising professionalism, discretion, and sound judgment in determining appropriate action or response. 
• Prepares, edits, reviews, and distributes executive-level correspondence, reports, and other sensitive or confidential documents. 
• Coordinates travel arrangements, itineraries, reimbursements, and related logistics for the Director. 
• Coordinates administrative and purchasing activities for the Director’s Office. 
• Maintains highly confidential information, records, communications, and sensitive personnel or operational matters with the professionalism and discretion. 
• Works collaboratively with executive leadership staff and departmental personnel to support timely communication, coordination, and completion of assignments and priority initiatives. 
• Anticipates scheduling and coordination needs within the Director’s Office and proactively addresses potential conflict or administrative issues to support efficient office operations.
• Performs other related duties as assigned, including responsibilities involving sensitive, confidential, or time-critical matters.

WORKING CONDITIONS
The position is physically comfortable; the individual has discretion about walking, standing etc.  There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditioning. 

This is a Houston Public Works position at the Tier III Level. EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a closely related field.
 
EXPERIENCE REQUIREMENTS
Five years of administrative experience are required.

Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS
None

Preference will be given to applicants with experience in the following:

• Five (5) years of progressively responsible administrative or executive support experience are required, including experience supporting executive-level leadership, department directors, or C-suite executives.
• Experience supporting executive leadership within a large, complex organization in the public or private sector, including governmental, municipal, or corporate environments. 
• Demonstrated experience coordinating complex executive calendars, high-volume scheduling, and meeting logistics for senior leadership in fast-paced, high-demand environments. 
• Experience coordinating executive meetings and communications involving elected officials, executive leadership, governmental agencies, community stakeholders, and external partners. 
• Proven ability to remain adaptable, composed, and effective while managing multiple competing priorities, shifting demands, and time-sensitive requests. 
• Experience handling highly sensitive and confidential information with discretion, professionalism, and sound judgment. 
• Strong organizational, interpersonal, written communication, and problem-solving skills with the ability to manage multiple priorities and deadlines independently. 
• Proven ability to work independently, exercise sound judgment, take initiative, and maintain professionalism in a high-pressure executive environment. 
• Experience coordinating travel arrangements, reimbursements, purchasing activities, and other administrative functions supporting executive office operations.

**Preference shall also 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.**SELECTION/SKILLS TESTS REQUIRED:   None
However, the department may administer a 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 candidate's qualifications as well as the pay rates of other employees in this classification.

PAY GRADE 24
 
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 832-393-6015.
 
If you need special services or accommodations 832-393-6015 (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.