Administrative Assistant

Administrative Assistant

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Administrative Assistant

Salary

$1,848.00 - $2,336.00 Biweekly

Location

7800 Airport Blvd.

Job Type

Full Time

Job Number

37677

Department

Houston Airport System

Opening Date

12 / 01 / 2025

Closing Date

12 / 8 / 2025 11 : 59 PM Central

Description

Benefits

Questions

POSITION OVERVIEW

Applications accepted from : ALL PERSONS INTERESTED

Division / Section : Houston Airport System – Hobby Airport Terminal Maintenance

Workdays & Hours :

• MONDAY - FRIDAY 8 : 00AM- 5 : 00PM
• (SUBJECT TO CHANGE)

PURPOSE OF DIVISION

The purpose of the Houston Airports (HAS) Terminal Maintenance Division is to effectively deliver self-performed, and contracted, maintenance services and effectively manage the airports general maintenance services by establishing and maintaining asset management standards and effectively executing capital renewal and rehabilitation projects.

PURPOSE OF POSITION

The Administrative Assistant provides comprehensive administrative, operational, and analytical support to the Division Manager of Terminal Maintenance. This role has an enhanced focus on EAMS work order management, real-time inventory control, and contract administration support, all of which are critical for the performance and accountability of the Terminal Maintenance business unit. The position ensures data integrity, consistent workflows, and accurate reporting that support operational readiness and informed decision-making. In addition to traditional administrative duties, this role serves as the central coordination point for maintenance data, vendor documentation, contract tracking, and inventory processes.

“Candidates must be able to obtain ALL security REQUIRED BADGE ACCESS INCLUDING CBP ACCESS within 6 months from the hire date.”

The responsibilities of this position include, but are not limited to :

Serve as the primary EAMS point of contact for the Terminal Maintenance business unit.

Perform routine quality checks on work orders to ensure accurate labor, materials, and closure documentation.

Prepare weekly and monthly EAMS reports, including backlog and PM compliance summaries.

Maintain reference guides and assist with basic EAMS training for staff and supervisors.

Maintain real-time inventory records for materials, parts, and consumables.

Support receiving, issuing, and reconciliation processes to ensure accurate stock levels.

Conduct and document periodic cycle counts and inventory audits.

Maintain organized contract files, including scopes, amendments, vendor information, and deliverable records.

Track contract terms, renewal deadlines, and required documentation; alert the Division Manager as needed.

Support invoice review by confirming alignment with contract terms and recorded services.

Prepare recurring KPI reports and dashboards that compile EAMS, inventory, and contract-related data.

Provide administrative support to the Division Manager, including scheduling, correspondence, document preparation, and meeting coordination.

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 conditions. Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye / hand movements on a patterned response space within low tolerance demands with no real speed requirements.

PHYSICAL EFFORT : The position is physically comfortable; the individual has discretion about walking, standing, etc.

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

PHYSICAL SKILL : Requires the ability to make coordinated gross motor movements in response to changing external stimuli within moderately demanding tolerances; or the ability to make coordinated eye / hand movements on a patterned response space within low tolerance demands with no real speed requirements.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS :

Requires a Bachelor’s Degree in Business Administration, Liberal Arts or a field directly 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

No license requirements.

PREFERENCES

Preference will be given to applicants previous Aviation Industry experience. Experience with Kronos and other payroll systems functions is a plus. Proficient with Microsoft Word and Excel.

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED

The selection process will involve application review and / or interview. Department may administer skills assessment test.

SAFETY IMPACT POSITION - YES

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

PAY GRADE - 17

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.

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. T

To view your detailed application status, please log-in to your online profile by visiting :

or call 281-233-1858.

If you need special services or accommodations, call 281-233-1858 (TTY 7-1-1). If you need login assistance or technical support call 855-524-5627.

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

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. Applicants are encouraged to attach a cover letter and resume along with their completed application when applying. For further information pertaining to the Houston Airport System, please visit :

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

11 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

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

Are you a Houston Airport System employee?

Yes

No

03

What is the highest level of education you have completed?

Less than High School Diploma / GED

High School Diploma / GED

Associate's Degree

Bachelor's Degree

Master's Degree or Higher

04

Please indicate the degree concentration you obtained

Aviation Management

Public Administration

Business Administration

Other Closely Related Field

No Degree

05

How many years of verifiable professional administrative work experience do you possess?

Less than 1 year

1 to Less than 3 years

3 to Less than 5 years

5 to Less than 7 years

7 years or more

06

Work Setting Experience - Professional Administrative Assistant (check all that apply and are verifiable)

Aviation Industry

Customer Service Industry

Other

None of the Above

07

Please indicate your level of proficiency in Microsoft Office products (Word, Excel, Outlook)

BEGINNER : Perform daily word processing tasks, enter and correct data, modify a workbook, format a Worksheet, creates a new e-mail message, checking e-mail.

INTERMEDIATE : Basic formatting and create a variety of templates, merges; manage table data, sort and filter merges, reply, forward, print and delete an e-mail message.

ADVANCED : Manage table data, sort and filter merges, advanced techniques for analyzing and manipulating data in Excel, 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, bookmarks, manage Macro commands, and create MS Excel applications, managing multiple calendars.

No Experience

08

Please describe your administrative experience with the Airport Industry or Customer Service Industry. "See Resume" is not an acceptable, and if no experience, please answer "N / A".

Required Question