Administrative Assistant

Job Description:

Administrative Assistant

Description

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.

**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

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:

http://agency.governmentjobs.com/houston/default.cfm 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:

https://www.youtube.com/watch ?v=EDWLV sJFoM

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 http://www.houstontx.gov/hr/benefits.html

Closing Date/Time: 12/8/2025 11:59 PM Central

Salary:

$1,848.00 - $2,336.00 Biweekly