ADMINISTRATIVE COORDINATOR

City of Houston, TX - Houston, TX

Full-time
POSITION OVERVIEW

Applications Accepted from: All Persons Interested

PN 22274

Division: Planning and Grants Management
Reporting Location: 2100 Travis, Houston, TX 77002
Workdays & Hours: 8 am - 5 pm, Monday - Friday*
  • Subject to change
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
The City of Houston's Department of Housing and Community Development (HCDD) works to create safe, stable, and complete communities by funding projects related to affordable homes, public facilities, economic development, public services and infrastructure. Partnering with non-profit, governmental, and local entities, HCDD seeks to strengthen Houston's neighborhoods, provide true housing choice and execute the Mayor's vision for One Houston with complete communities throughout.

To achieve this vision, HCDD is seeking an Administrative Coordinator – Process Improvement/Documentation to join its Planning and Grants Management Division Program Design and Implementation team. In this position, you will be responsible to perform in-depth process development and improvement analyses to create standard operating procedures, workflows, job aids and other tools, to arrive at the most efficient means for performing tasks associated with the disaster recovery programs. Highly qualified candidates should possess exceptional analytical abilities, have demonstrated experience employing a variety of advanced process improvement methodologies/strategies, and strong facilitation/negotiation skills. Candidates must be self-motivated, with well-developed critical thinking and decision-making skills, and a high degree of accountability.

Key Responsibilities

Process Development/Improvement
Creates standard operating procedures, workflows (using Visio or similar), and job aids.
Performs data gathering, root cause analysis, and performance evaluation to develop appropriate process changes.
Utilizes advanced processes improvement methodologies to analyze current process standards/metrics, conducts process mapping, performs workflow analyses, and identifies waste, process errors, and other operational inefficiencies.
Identifies, analyzes, and documents business requirements and recommends improvements to existing business processes.
Works with diverse stakeholders and subject matter experts and guides them through the standard operating procedure, workflow, and related document formation processes.
Analyzes production needs and identifies opportunities for automation to improve quality and reduce production time and related costs.
Prepares communication plans regarding process re-engineering.
Designs and implements logs and other tracking mechanisms.

Essential Attributes
Articulate: Ability to organize and simplify complex information and utilize plain language, instincts for technical writing best practices, and a modular approach to systems analysis.
Knowledge: Exhibits understanding of program activities and a capacity to quickly learn where knowledge is lacking.
Critical Thinker: Displays well developed analytical, critical thinking, and problem-solving skills.
Driven: Exhibits initiative and a willingness to take ownership of assignments and go the extra mile.
Accurate: Sets and maintains high personal work standards, while demonstrating an attention to detail and a focus on quality.
High-Performing: Highly functional in a dynamic, challenging environment, with the ability to anticipate and remove obstacles that slow down or prevent programs from delivering on stated objectives.

This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends.

WORKING CONDITIONS
This position is physically comfortable. There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

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

MINIMUM EXPERIENCE REQUIREMENTS
Five years of administrative experience is required.

Professional administrative experience may be substituted for the education requirement above, on a year-for-year basis.

MINIMUM LICENSE REQUIREMENTS
None

PREFERENCES
Preference will also be given to candidates that demonstrate experience in:

Identifying and employing Six Sigma, Lean, TQM, and/or other process improvement methodologies, in a highly-regulated environment.
Proofreading and editing documents and applying the rules of spelling, grammar, usage, capitalization, punctuation, etc. to a variety of written documents.
Technical writing in the area of operating manual, instructional manual, or other job aid development.
Proven facilitation experience with an ability to bring diverse participants and viewpoints toward consensus and negotiate solutions to outstanding issues that may arise.
Advanced level proficiency in Microsoft - Word, Excel, Project, PowerPoint, Access or other data base programs/software; OnBase and other document management systems; Adobe Pro; Visio or similar; and SharePoint; with an ability to quickly grasp specialized software programs.
Lean Six Sigma (Black Belt) Certification or other process improvement methodology training and certification.

**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 relevant to job description.

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.

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 posting opening and closing dates shown. Applications must be submitted online at: http://www.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

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.

Equal Employment Opportunity:
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.

If you need special services or accommodations, please call 832.393.6090; TTY 7-1-1.