ADMINISTRATIVE ASSISTANT

Job Description:

ADMINISTRATIVE ASSISTANT

Description

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSONS INTERESTED

Division: Administrative Services Division
Section: MyCOH - Timekeeping
Reporting Location: 8000 N. Stadium Dr.
Workdays & Hours: Monday - Friday 8:00 AM-5:00 PM* / Occasional Weekends
*Subject to Change

DESCRIPTION OF DUTIES
The Administrative Assistant - Timekeeping provides administrative support for Houston Health Department’s timekeeping and payroll-related functions for approximately 1,015 City of Houston employees. This position works closely with employees, supervisors, Budget staff, Human Resources, and Payroll Services to help ensure employee time is accurately recorded, reviewed, corrected, and submitted within established payroll deadlines. The successful candidate will be highly organized, detail-oriented, dependable, and comfortable working with a high volume of timekeeping information. This position requires sound judgment, discretion in handling confidential employee information, and the ability to research and resolve timekeeping issues while providing responsive customer service to employees and management.
RESPONSIBILITIES
Essential duties and responsibilities may include, but are not limited to, the following:

• Administers and maintains departmental timekeeping activities using the City of Houston's
• MyCOH system for approximately 1,015 employees.
• Works with Budget staff to review employee timesheets and timecards for accuracy, completeness, appropriate approvals, and compliance with established payroll deadlines.
• Identifies, researches, and assists with resolving timekeeping discrepancies, including missing time entries, incorrect time reporting, and other payroll-related issues.
• Makes authorized corrections and adjustments to employee time records to support accurate and timely payroll processing.
• Assists employees and supervisors with the preparation, review, correction, and approval of timesheets and timekeeping records.
• Coordinates with Payroll Services and Human Resources to research and resolve employee payroll and timekeeping concerns.
• Assists management with periodic reviews and audits of timekeeping and payroll data to identify errors, inconsistencies, missing information, and other issues that may affect payroll accuracy.
• Monitors timekeeping activities and follows up with employees and supervisors regarding incomplete, outstanding, or incorrect time records prior to established payroll deadlines.
• Provides training, guidance, and hands-on assistance to employees and supervisors on navigating MyCOH and completing timekeeping functions accurately.
• Maintains appropriate confidentiality when handling employee, payroll, and other sensitive information.
• Communicates professionally with employees, supervisors, management, Human Resources, Payroll Services, Budget staff, and other internal departments regarding timekeeping and payroll matters.
• Assists with reports, documentation, recordkeeping, and other administrative activities related to departmental timekeeping.
• Performs other related administrative and timekeeping duties as assigned.

The position is primarily performed in a professional office environment and requires extensive use of a computer and City information systems. The employee must be able to manage recurring deadlines and work effectively during high-volume payroll processing periods.
This position is considered essential to departmental payroll operations and may require working outside of normal business hours, including evenings, weekends, and holidays, as necessary to meet payroll close deadlines. The position may also be required to work extended hours, weekends, holidays, or alternate schedules during emergency activations, disaster response and recovery operations, or other events requiring continued City operations.
Candidates should be prepared to work a flexible schedule when operational and payroll requirements necessitate additional coverage.

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.

MINIMUM REQUIREMENTS

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

EXPERIENCE REQUIREMENTS
One (1) 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 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.**

• Strong attention to detail with a demonstrated commitment to accuracy.
• Experience reviewing timekeeping, payroll, financial, or other detailed employee records.
• Ability to identify discrepancies, research issues, and follow problems through resolution.
• Strong organizational and time-management skills with the ability to prioritize assignments and meet recurring deadlines.
• Ability to maintain confidentiality and appropriately handle sensitive employee and payroll information.
• Strong written and verbal communication skills.
• Ability to explain processes and procedures clearly to employees and supervisors.
• Ability to provide effective training and one-on-one assistance to system users.
• Ability to establish and maintain effective working relationships with employees at all organizational levels.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel and Outlook.
• Ability to learn and effectively use City information systems, including MyCOH.
• General knowledge of payroll and timekeeping practices, policies, procedures, and applicable wage-and-hour requirements.
• Previous experience performing payroll, timekeeping, or attendance administration for a large organization.
• Experience reviewing and processing time records for a high volume of employees.
• Experience using MyCOH or another automated timekeeping, payroll, Kronos, HRIS, or ERP system.
• Experience researching and resolving payroll or timekeeping discrepancies.
• Intermediate or advanced Microsoft Excel skills.
• Experience working with confidential employee or payroll information.
• Experience training employees or supervisors on timekeeping, payroll, or other administrative systems.

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED
Application review and/or interview. However, the Department may administer a skill assessment evaluation.

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.

Pay Grade 17

SALARY INFORMATION
GRANT FUND POSITION
Grants & Special fund positions are dependent upon continued available funds. If funding is no longer available, employee may be laid off or transferred. 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

Thank you for your interest in a career with the City of Houston. We are committed to providing an accessible, transparent, and positive application experience for every candidate.

To be considered for this position, applications must be submitted online during the active posting period. We are unable to accept paper, emailed, mailed, or faxed applications. To apply, please visit the City of Houston Careers website at https://www.governmentjobs.com/careers/houston/

Stay Connected Throughout the Process

After submitting your application, you may view your application status at any time by logging into your online profile http://agency.governmentjobs.com/houston/default.cfm . If you have questions regarding your application status, please contact Human Resources at 832-393-1398

Accessibility and Accommodations

The City of Houston is committed to ensuring equal access to employment opportunities. If you require reasonable accommodation or special assistance during the application or hiring process, please contact 832-393-4888 (TTY 7-1-1).

Technical Assistance

If you experience difficulties accessing your account, logging in, or completing your online application, technical support is available by calling 855-524-5627.

What to Expect Next

We carefully review each application received. Due to the high volume of applicants, only candidates selected to move forward in the recruitment process will be contacted directly by the hiring department.

Before You Begin Your Application

To help make your application process as smooth as possible, please gather your educational information and supporting documentation before you begin.

Depending on your qualifications, you may be asked to provide:

• High school diploma, GED, or equivalent credential from an accredited institution
• College, university, or technical school information
• Degrees earned, areas of study, and graduation dates
• Official transcripts or other educational documentation from accredited institutions
• Professional licenses, certifications, or other credentials relevant to the position

Having these materials ready in advance will help ensure your application is complete and can be reviewed without unnecessary delays. To learn more, we encourage you visit our How to Verify Education resource.

Please note: Applications requiring educational verification may be considered incomplete if the requested documentation is not submitted.

Pre-Employment Requirements

As part of the hiring process, all new hires and rehires must successfully complete a pre-employment drug screening. Final employment offers may also be contingent upon a physical examination and verification of information provided in the application and supporting documentation.

Equal Opportunity Employer

The City of Houston is proud to be an Equal Opportunity Employer and values the unique perspectives, experiences, and talents of our workforce. We are committed to fostering an inclusive workplace where all employees are treated with dignity and respect.

Employment decisions are made without regard to any legally protected status or characteristic, including race, color, ethnicity, national origin, sex, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, pregnancy, or any other status protected by applicable law.

We encourage all qualified individuals to apply and look forward to learning more about you and the experience you can bring to our team.
Thank you for your interest in joining the City of Houston. We appreciate the time and effort you invest in the application process and look forward to reviewing your qualifications.

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
• 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: 11/17/2026 11:59 PM Central

Salary:

$26.05 - $28.85 Hourly