Administrative Coordinator

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Administrative Coordinator

Salary

$62,946.00 - $78,939.12 Annually

Location

8000 N. Stadium

Job Type

Full Time

Job Number

34903

Department

Houston Health Department

Division

HHD - Administrative Services Division

Opening Date

09/05/2024

Closing Date

9/19/2024 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

Applications Accepted From: All Persons Interested

PN: 34903

Division: Administrative Services Division

Section: Accounts Payable

Workdays & Hours: MONDAY – FRIDAY, 8:00 AM – 5:00 PM*

*Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

Performs substantially complex and varied administrative functions in the direction and

coordination of programs and procedures in the assigned department.

1. Ensure payment invoices are accurate and timely. Research and respond to external and internal vendors regarding payments status.

2. Supervise Accounts Payable staff responsible for processing invoices and act as a backup in the absence of the manager.

3. Help to develop, maintain, and implement Accounts Payable policies and procedures.

4. Reconcile and prepare monthly invoices reports and end of year accrual reports.

5. Work directly with vendors to identify and resolve any discrepancies with invoice payments.

6. Review and submit monthly AP Scrubs reports and Late Payments reports to the Controller’s Office by deadline.

7. Act as a liaison with the Finance Department and the Controller’s Office.

8. Perform other Accounts Payable job duties as assigned.

WORKING CONDITIONS

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

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

Five (5) 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.

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.

• Working knowledge of the SAP financial system and accounts payable.

• Internal Contacts:

• Level of internal contact is primarily with managers and budget staff.

• Interaction requires substantial sensitivity and cooperation, e.g., basic Accounts Payable inquiries.

• External Contacts:

• Level of external contact is primarily with vendors.

• Interaction requires considerable tact and cooperation involving somewhat sensitive issues or problems.

• A valid Texas driver's license and compliance with the City of Houston's policy on driving

GENERAL INFORMATION

SELECTION / SKILSS TESTS REQUIRED

Department may administer skills assessment test

SAFETY IMPACT POSITION No

This position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY INFORMATION GENERAL FUNDED POSITION

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 832-393-4882.

If you need special services or accommodations, 832-393-4882 (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

• 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

• Flexible schedules

• Professional development opportunities

• Transportation/parking plan

• Section 125 pretax deductions

• Dependent Care Reimbursement Plan

• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

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 currently employed within the Houston Health Department?

• Yes

• No

  03

  What is the highest level of education you have obtained?

• High School diploma/GED

• Associate's degree

• Bachelor's degree

• Master's degree or higher

• None of the above

  04

  How many years of professional administrative experience do you have?

• Up to 1 year

• 1 to 2 years

• 3 to 4 years

• 5 to 6 years

• 7 to 8 years

• 9 or more years

• No experience

  05

  Which of the following software applications are you proficient in using? (Check all that apply)

• Microsoft Excel

• Microsoft Word

• Microsoft Outlook

• Microsoft PowerPoint

• None of the Above

  06

  Which of the following functions as a supervisor do you have working knowledge or experience? (Check all that apply)

• Employee Evaluation

• Development Training

• Managing a team of 2 and above

• None of the above

  07

  Indicate your level of proficiency with SAP Financial Systems. (Please note: Stating "See Resume" is a disqualifier)

• Occasional User

• Frequent User

• Expert User

• Super User

• I have no experience utilizing SAP Financial Systems

  08

  Which of the following applies to you? (Check all that apply)

• Accounts Payable

• Vendor Monitoring and Evaluation

• Directing Staff Services including personnel and attendance records

• None of the above

  09

  Do you have any experience with fiscal year end closing?

• Yes

• No

  10

  How many years of directly related professional verifiable experience do you have in a government environment, as a supervisor or manager?

• Less than 3 years

• 4 - 5 years

• 6 – 7 years

• 8 or more

• No experience

  Required Question