Administrative Assistant - DWO

at  City of Houston TX

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED

EDUCATIONAL REQUIREMENTS

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

EXPERIENCE REQUIREMENTS

One year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on year-for-year basis.

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

Houston Water is a team of approximately 1,500 drinking water and wastewater professionals, including but not limited to operators, mechanics, engineers, scientists, planners, regulatory and business personnel. The City of Houston Water and Wastewater Utility is a regulated public health agency governed by federal and state laws. Our staff maintains professional licenses issued by the Texas Board of Professional Engineers, the Texas Commission on Environmental Quality and other public health agencies.
We are looking for an energetic, flexible, self-motivated individual who will function in a management analyst role to provide support within Drinking Water Operations Branch of Houston Water service line. The ideal candidate holds a degree in Business Administration, Public Administration, Supply Chain and Operations Management, or Finance, has experience in procurement, contracts, and budgets, is familiar with legal regulations of procurement, works collaboratively in a team setting, and can thrive in a fast-paced and high-volume business operations environment.

Essential duties and responsibilities include but not limited to:

• Creating purchase requisitions to include all documentation (i.e. scope of work, insurance, conflict of interest, etc.)
• Review purchase orders, contracts and bid specifications for completeness, accuracy and compliance with City and departmental policies and procedures
• Supporting the sections financial operations, including budget planning & preparation, forecasting, trend analysis, etc.
• Coordinating specification requirements and standards with department(s) and various vendors to ensure the needs of the department(s) are met. Writes specifications and standards
• Researching vendors and evaluates their ability to provide and the availability of quality materials, equipment and services
• Selecting or recommends the most advantageous bid. Schedules and expedites delivery and resolves any discrepancies with vendor
• Interpreting and evaluates contract provisions. Ensures purchasing requests comport with existing contracts
• Preparing reports and maintains records of studies, bidding conferences, purchases and other activities performed
• Keeping updated on industry standards, types, features and quality of products, suppliers and other information by reviewing catalogs, technical and industrial publications and other sources
• Assisting in creating presentations for training purposes
• Developing appropriate performance indicators, status reports, and standard operating procedures within work group
• Other special projects as assigned