Administrative Specialist/ TDO
Houston - Texas (TX),
City of Houston, TX
Posting Number: 22533
Department: Houston Public Works
Service Line: Transportation & Drainage Operations
Section: Business Services Branch
Reporting Location: 611 Walker, 20th floor
Workdays & Hours: *Monday – Friday, 8:00 am – 5:00 pm
- Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Performs under the supervision of the Division Manager or higher. Performs varied professional administrative functions in the research, reconciling invoices, processing vendor invoices for payment for Houston Public Works – Transportation and Drainage Operations service-line. Responsibilities include:
- Prepares Proof of Delivers (POD's); verifying vendor numbers; resolving purchase order, contract, invoice or payment discrepancies; insuring credit memos are validated for overpayments.
- Review all invoices for appropriate documentation and approval prior to payment.
- Prioritize invoices according to early payment discounts and payment terms.
- Respond to all vendor invoice inquiries.
- Assist in year-end closing.
- Maintains files and documentation thoroughly and accurately, in accordance with city, state and departmental policies.
- Receives, researches and resolves a variety or routine internal/external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.
This is a Department of Houston Public Works position at the Tier III Level.
MINIMUM EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
MINIMUM EXPERIENCE REQUIREMENTS
Three years of administrative experience is required.
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
MINIMUM LICENSE REQUIREMENTS
Preference will be given to individuals with experience in working on and reconciling invoices as well as experience developing and utilizing filing systems.
This position requires proficiency in SAP and MS Excel, research skills, use of analytical judgment and pays attention to details. Good organizational, verbal and written communication skills and ability to work effectively with all levels of management. Prefer knowledge of municipal accounting, and processing of payment procedures. Work is complex and varied, and requires the interpretation of technical and detailed guidelines, policies and procedures in combination. Analytic ability is needed to gather and interpret data where answers can be found only after careful analysis of several facts.
**Preference shall be given to eligible veteran applicants provided such persons possess 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.**
Department may administer skills assessment test.
SAFETY IMPACT POSITION Yes
If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.
Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification. The salary range is:
Pay Grade 20
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 832-393-6022.
If you need special services or accommodations, call 832-393-6022. (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.