Administrative Coordinator

Job Description:

Administrative Coordinator

Description

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED

Division: Finance Director's Office
Reporting Location: 611 Walker Street
Workdays & Hours: MONDAY - FRIDAY 8:00 AM - 5:00 PM *Subject to change*

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS .

The Administrative Coordinator in the Finance Director’s Office provides high-level administrative and operational support to the Chief Business Officer/Director of Finance. This position requires exceptional organizational skills, advanced calendar management expertise, and the ability to manage confidential matters with discretion. The incumbent will coordinate complex schedules, prepare correspondence and reports, and serve as a liaison between the Director’s Office and internal/external stakeholders to ensure efficient departmental operations.

RESPONSIBILITIES:

• Manages the Director’s complex calendar, schedules meetings, coordinates with multiple stakeholders, and adjusts appointments to accommodate urgent priorities.
• Screens and prioritizes incoming requests, correspondence, and telephone calls; responds or routes appropriately.
• Prepares, proofreads, and edits correspondence, reports, presentations, and other materials.
• Coordinates travel arrangements, itineraries, and related logistics for the Director and senior leadership.
• Serves as the primary point of contact for internal and external stakeholders, providing professional customer service and follow-up.
• Maintains organized filing systems (electronic and physical) for records, reports, and confidential materials.
• Tracks deadlines, key projects, and deliverables to ensure timely completion.
• Prepares and distributes meeting agendas, minutes, and supporting documentation.
• Assists with special projects, departmental events, and initiatives as assigned.
• Ensures compliance with City of Houston policies, procedures, and records management standards.

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 REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

Five years 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

Preferences will be given candidates with demonstrated:

• Ability to work effectively in fast-paced, deadline-driven environments.
• Ability to work independently under strict time deadlines, organizing heavy workloads and prioritizing multiple responsibilities.
• Good organizational, verbal and written communication skills.
• Strong proficiency in Microsoft Office Suite, especially Outlook for advanced calendar management.

Experience supporting an executive or senior-level manager in a governmental or public sector

**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

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) 393-6032.

If you need special services or accommodations, call (832) 393-6032. (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: 4/27/2026 11:59 PM Central

Salary:

$2,626.00 - $3,076.00 Biweekly