Licensing Administrative Assistant-Houston

Job Posting This posting will be advertised for 10 business days and close at 3pm on 4/3/26. Division: Regulatory Affairs Department: Licensing Office Location: 10777 Northwest Fwy, Ste 700. Houston, TX 77092Performs complex (journey-level) administrative support work, including coordinating and monitoring aspects of the administrative regulatory operations for the Licensing department. Work involves providing internal administrative support including disseminating information, assisting with maintaining filing systems, and preparing and editing reports and documents. May provide guidance to others. Works under general supervision, with limited latitude for the use of initiative and independent judgment.NOTE: Must complete Licensing Department's annual in-service training in-person and any other training the Department Director deems mandatory as per the agency's policies, procedures, guidelines, and regulations. Any mandatory training that occurs outside of the designated duty station will involve travel, which may include overnight stays.40% Provides administrative and technical support to regional management and other Licensing personnel: Reviews and records essential information to ensure data integrity and confidentiality. Prepares, edits, and distributes information, correspondence, reports, studies, forms, and documents. Manages and schedules travel arrangements for regional Licensing personnel. Maintains calendar of time sensitive issues, meetings, deadlines, and notifies management of appointments and approaching deadlines. Maintains agency records to include in-office appointments, applications, and temporary event requests. Provides customer service to both internal and external customers.30% General office management duties: Provides administrative support associated with maintaining the office. Maintains a level of office supplies for the region to include submission of orders and completion of regional purchase requests, requisitions, and receiving reports. Maintains and reports record retention files, as needed. Ensures all information received for Licensing is date stamped, tracked, and distributed to the appropriate licensing personnel. May work with the inventory custodian to ensure all Licensing equipment is accounted for. May answer Licensing inquiries, conduct research, and explain rules, regulations, policies, and procedures.20% Creates and maintains spreadsheets, databases, and reports. May establish and maintain record-keeping systems. Reviews and proofreads documents and forms for accuracy and completeness. Maintains files and updates to the agency's database systems for work activities pertaining to licensing tasks.10% Education, Training and Other Work Activities: Completes all annual training assignments and attends licensing-related and other occupational training as required. Must maintain all Licensing related certifications. May prepare and compile presentation and training materials. May assist with coordination of agency-hosted training sessions. Performs related work as assigned.Education: Graduation from a standard senior high school or equivalent.Experience: Three (3) years' full-time experience in clerical or administrative support work. Applicable Substitutions: Completion of thirty semester hours of college will substitute for one year of experience. Preferred Qualifications: N/AKnowledge of general office practices and administrative procedures. Knowledge of business terminology, spelling, punctuation, and grammar.Skilled in the use of electronic data and/or word processing office equipment and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), PowerPoint and Adobe Acrobat. Skilled in exhibiting polite and professional communication via phone, e-mail, in person and mail.Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to provide guidance to others. Ability to analyze and solve work related problems. Ability to work independently, perform as a self-starter and meet critical deadlines. Ability to follow instructions and communicate effectively both orally and in writing. Ability to maintain confidential and sensitive information. Ability to maintain files and records. Ability to make mathematical computations and tabulations. Ability to implement administrative procedures and evaluate their effectiveness. Ability to work under pressure, to perform multiple tasks to meet simultaneous deadlines. Ability to interpret rules, regulations, policies, and procedures. Ability to deal with the agency employees and the public in a professional manner.REGISTRATION, CERTIFICATION OR LICENSURE: Possess a valid Texas driver's license, if applicable. Additional certifications may be required to be registered, certified, or licensed in a specialty area.TRAVEL REQUIREMENT: 10% Any mandatory training that occurs outside of the designated duty station will involve travel, which may include overnight stays. This position functions in a standard office environment with a regular work schedule of Monday Friday 8:00 AM to 5:00 PM. Must be able to move about the office to access file cabinets, office equipment and move up to 20 pounds. Must be able to communicate and exchange accurate information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. Required to work as a leader and work with sensitive and confidential information.This position is expected to work in the office but may be eligible for hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.