Overview
Administrative Specialist Jobs in Houston, TX at Rice University
GREAT
BENEFITS!
Health Plan
Pension Plan
Health, Education, & Wellness Center
Dental Plan
Vision Plan
Deferred Comp
Spending Accounts
Life Insurance
Longevity Payments
Tuition Reimbursement
Employee Assistance Program
Paid Leave
Paid Holidays
Sick Leave Bank
Paid 30 min Break
Vacation Sell
Flex Schedules
Training Opportunities
CIVIL SERVICE JOB ANNOUNCEMENT
Civil Service Department, Suite 569, City County Bldg, 400 Main Street, Knoxville, TN 37902 (865) 215-2106.
1037
Principal Secretary
6/11/25
Knoxville Police Department
Entry-Level and Promotional
Drug Testing may be required
ENTRY-LEVEL SALARY: $ 37,945 annually
PAY GRADE RANGE: $ 37,945 -$ 59,992 annually (Pay Grade 306)
Starting and promotional salaries will be determined based upon applicant qualifications and in accordance with Civil Service Merit Board Rules and Regulations.
The City of Knoxville only accepts online applications. . You must complete ALL APPLICABLE SECTIONS of the application. DO NOT LEAVE SECTIONS BLANK SIMPLY BECAUSE THAT INFORMATION APPEARS ON YOUR RESUME. Doing so could result in your application being deemed incomplete. If you need assistance submitting an application, you may visit the Civil Service office at the address listed above.
The following documents MUST be submitted online by 4:30 p.m. on: Monday, June 23, 2025.
Completed City of Knoxville Online Application
Detailed Resume (upload and attach to your online application)
If you have questions regarding your application or need help applying, please email [email protected] before the posting deadline.
JOB DESCRIPTION: Please See Attached Position Description
MINIMUM REQUIREMENTS
Unless stated otherwise, applicants must possess and/or meet the following minimum requirements prior to the application deadline.
Current City Employees may apply, but must have completed initial Civil Service probationary period and must have received a satisfactory performance rating on their last evaluation to receive promotional preference.
Graduation from a standard high school or equivalent.
One year of progressively responsible experience as a secretary.
May be required to demonstrate the ability to type a minimum of thirty-five (35) words per minute.
EXAMINATION
The selection procedure includes a WRITTEN EXAM (100% OF FINAL SCORE) and may include a KEYBOARDING SKILLS TEST (PASS/FAIL). Applicants who meet the minimum qualifications will be invited to sit for the written exam. The written exam includes the following subject areas: Administrative Procedures, Office Procedures, Reading Comprehension, Business English, Communication, Filling, Research Techniques, Basic Math, Working Relationships, Proof Reading, and Computer Usage.
Note: Background checks will be conducted.
AN EQUAL OPPORTUNITY EMPLOYER/DRUG FREE WORKPLACE
The City of Knoxville does not discriminate on the basis of race, color, creed, national origin, sex, religion, age, veteran status, disability, gender identity, genetic information, or sexual orientation in employment opportunities.
GENERAL DESCRIPTION
Under general direction, performs work of moderate difficulty in a variety of office management, administrative and clerical functions, with primary emphasis on relieving the supervisor of administrative details. May directly supervise or assist in the supervision of secretarial, clerical and/or other technician-level employees.
ESSENTIAL FUNCTIONS
Administrative – Schedules appointments and maintains the business calendar of immediate supervisor; schedules meetings, conferences, and seminars, and secures facilities, presenters, speakers, etc. as required; notifies appropriate parties of meeting agenda, time changes, etc.; attends meetings with supervisor in order to record minutes or take notes and to otherwise provide administrative support; upon request, researches a variety of sources to gather narrative and/or statistical data, forms, documents, etc. necessary to keep supervisor apprised of important or required information; arranges travel schedule and reservations for supervisor as requested; may function as lead worker to other clerical support personnel in office.
Interpersonal Communication – Answers office telephones, routes calls to appropriate individuals and takes messages as required; telephones a variety of individuals in order to request information, relay messages, confirm appointments, etc.; greets office visitors, ascertains the nature of their visit, and directs them to appropriate individuals or locations; answers questions and provides information by telephone or in person to the public, department officials, employees, etc. regarding a variety of business-related topics, departmental activities or programs, office procedures, etc.; receives complaints and attempts to resolve them, or directs complaining party to appropriate individual; otherwise establishes and maintains effective working relationships with co-workers, superiors, the public, etc.
Record Keeping – Files a variety of correspondence, records and other business documents alphabetically, numerically or chronologically according to established filing systems; retrieves files or information from files as necessary to conduct daily business; disposes of obsolete files in accordance with established retirement schedule or legal requirements; otherwise maintains files kept by the department; completes a variety of standardized forms, records, and reports (e.g. payroll, leave balances, time sheets, etc.); prepares and issues checks, receipts, bills, purchase orders, invoices, statements, and other documents; records various information (e.g. payments, receipts, employee data, etc.) in ledgers, journals, or other record books; performs basic mathematical calculations in order to compute totals and/or verify information contained in forms, records, reports or other documents; proofreads narrative and numerical information on records, forms and reports in order to ensure accuracy; establishes and maintains a variety of computer (data base) records regarding departmental employees, programs, projects, etc.
Written Correspondence – Selects appropriate form letters to send to correspondents; initiates routine requests for goods, services or information; drafts non-routine letters for review and/or signature of supervisor; prepares and signs letters in response to written or oral requests for information or assistance; arranges correspondence in order of priority for supervisor’s personal reply; independently or in accordance with general instructions, composes correspondence on a wide variety of topics; reviews outgoing correspondence for consistency with administrative policy as well as format, spelling, grammatical construction and clerical errors.
Typing/Word-Processing – Uses a computer or typewriter to type correspondence, reports, contracts and other documents from handwritten rough draft or corrected copy; recommends or provides appropriate changes or corrections in spelling, grammar, punctuation and usage; designs/creates forms, manuals, charts, tables, brochures or other typed or printed documents; types file labels, addresses on envelopes, information on forms, or other types of straight typing as required; transcribes dictation notes or recordings.
General Office – Operates common office machines such as calculator, copier, Dictaphone, fax machine, TTY/TDD, etc.; collates and distributes various documents to departmental personnel; opens, stamps-in and routes incoming mail; prepares outgoing mail and arranges for express or overnight delivery as needed; takes inventory of office supplies and materials; orders supplies as needed; receives, counts, and pays out cash from petty cash fund; issues visitors’ passes when required; sets up meeting facilities and provides necessary materials (pads, pens, etc.); may arrange for meals to be delivered for luncheon meetings, conferences, etc.
MARGINAL FUNCTIONS
Performs related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of business English – Knowledge of appropriate grammar, punctuation, and usage as applied to business applications; ability to correctly spell commonly used words and to recognize misspellings; ability to understand and define common business terms and their synonyms.
Clerical ability – Ability to sort and file information alphabetically, numerically or chronologically; ability to understand and use codes in a variety of business applications; ability to rapidly compare both narrative and numerical information to determine accuracy.
Knowledge of common office procedures and practices – Knowledge of effective telephone procedures; knowledge of filing systems and methods of data cross-reference; knowledge of the principles of office management; knowledge of the uses and operation of standard office equipment.
Written communication skills – Ability to clearly and concisely express ideas and information in writing; ability to independently compose correspondence, reports, or other narratives in language appropriate to the intended audience; ability to use appropriate format, structure and style necessary to prepare effective correspondence, reports, etc.
Knowledge of record-keeping procedures – Knowledge of the terminology, procedures and requirements for the proper completion of departmental forms, records and reports; knowledge of the appropriate location, maintenance and distribution of a variety of documents; knowledge of document control principles and practices.
Typing ability – Ability to accurately type correspondence, reports and other documents at a moderate rate of speed from straight copy, rough draft, dictation notes, etc.; ability to type labels, addresses, form entries, and other types of non-narrative items or documents; ability to enter data quickly and accurately using a computer keyboard.
Computer ability – Ability to operate personal computers sufficiently to use a variety of word-processing, data base, and/or spreadsheet software packages; ability to understand basic word-processing, data-entry and other computer-related terminology; ability to use computer graphics capabilities to design/create forms, charts, tables, etc.
Reading ability – Ability to read and interpret a variety of complex written materials; ability to read and follow written instructions in a precise manner; ability to proofread correspondence, reports, forms and other documents for accuracy and completeness.
Interpersonal skills – Ability to verbally communicate ideas and information to individuals of diverse backgrounds in a clear and concise manner; ability to use tact, courtesy, and other principles and practices of effective interpersonal relations when answering questions, providing information and assistance, handling complaints, and otherwise dealing with others; ability to establish and maintain effective working relationships with others.
Mathematical ability – Ability to perform a variety of mathematical calculations (e.g., percentages, interest, etc.) quickly and accurately; ability to interpret numerical data presented in graphical form (e.g., charts, tables, etc.) and perform computations based on such data.
Ability to conduct research/data analysis – Ability to apply common research techniques to gather and compile information; ability to compile, format, analyze and edit a variety of narrative or numerical data as necessary to provide information and/or make decisions; ability to evaluate a wide variety of information for importance/application to common business situations.
Administrative ability – Ability to obtain an understanding of the organization and programs related to the work of the supervisor or office unit; ability to exercise good judgment and make appropriate decisions about a variety of administrative situations; ability to act in accordance with established policies, rules, procedures and protocols when performing assigned duties.
PHYSICAL REQUIREMENTS
This position consists of primarily sedentary work, requiring the incumbent to exert up to 10 pounds of force occasionally, or a lower amount of force frequently, in order to lift/carry, push/pull or otherwise move objects. The job involves sitting most of the time, but may involve walking or standing for brief periods of time. A description of the specific physical requirements associated with this position is maintained on file in the Human Resources office for review upon request.
MENTAL REQUIREMENTS
This position uses logic and/or scientific thinking to define problems, collect information, establish facts, draw valid conclusions, devise and implement policies and regulations, and to manage and coordinate multiple programs or projects. A description of the specific mental requirements associated with this position is maintained on file in the Human Resources office for review upon request.
MINIMUM REQUIREMENTS
High school diploma or GED equivalent.
One year of progressively responsible experience as a secretary.
Demonstrated ability to type 35 words per minute.
PREFERRED QUALIFICATIONS
None indicated.
HYBRID WORK ELIGIBILITY
This position is eligible for hybrid work.
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Title: Administrative Specialist
Company: Rice University
Location: Houston, TX
