Administrative Specialist (Application Processing/Eligibility)
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Administrative Specialist (Application Processing/Eligibility)
Location
2100 Travis
Job Type
Full Time
Job Number
36941
Department
Housing and Community Development
Opening Date
08/13/2025
Closing Date
8/19/2025 11:59 PM Central
Description
Benefits
Questions
POSITION OVERVIEW
Applications Accepted from: All Persons Interested
PN 36941
Division: Single Family
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 Housing and Community Development Department (HCDD) seeks to create a city in which every resident has an affordable home in a community where they can thrive. Partnering with non-profit, governmental, and local entities, HCDD strives to strengthen Houston's neighborhoods and provide true housing choice.
To achieve this vision, HCDD is seeking an Administrative Specialist (Application Processing) to join its team. In this position, you will be responsible for processing applicant files, determine eligibility against program requirements, conduct quality control reviews, update appropriate system content, and/or produce final application packages that conform to exacting specifications.
Key Responsibilities
Performing as application processing experts and develops and maintains understanding of applicant approval processes for single family housing programs and the significance of the work performed.
Ensuring appropriate review, management, and/or packaging of applicant files and supplemental documentation; updating document management system content to drive applicant approval; and identifying and resolving discrepancies, errors, and omissions.
Ensuring applicant files align with applicable program guidelines and federal, state, and local requirements.
Adhering to specified naming conventions, document @type identification, and file management requirements when performing scanning and/or documentation uploads.
Maintaining awareness of all changes to applicable program requirements and adopting those changes in the performance of specific work tasks.
Preparing and producing content for internal and external reports.
Participating in the development/update and/or documentation of program guidance, standard operating procedures, workflow diagrams, job aids/work instruction and assisting in the development and maintenance of program documents/forms.
Performing other duties or special projects, as assigned.
Essential Attributes
Driven: Exhibits initiative and a willingness to take ownership of assignments and go the extra mile
Initiative. Seeks alternative means and methods to add value to role and take on additional related responsibilities with an ability and willingness to perform a wide range of diverse duties
Attention to Detail. Ability to attend to detail and work in a time-conscious and time-effective manner with an ability to respond to changing priorities and multiple interruptions
Prioritization. Organizes and prioritizes a variety of assignments and multiple tasks in an effective and timely manner, set priorities, and meet deadlines
Problem Solving. Ability to analyze and make independent recommendations regarding solutions to barriers to completion of assigned tasks
This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends.
WORKING CONDITIONS
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. There are occasional minor discomforts from exposure to less-than optimal 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
Three years of administrative experience is required.
Substitution:
Professional experience may be substituted for the education requirement one a year-for-year basis.
MINIMUM LICENSE REQUIREMENTS
None
PREFERENCES
Application processing and eligibility determination.
Meeting production quotas in a high-volume production environment with the ability to quickly gain a comprehensive knowledge of program and division operations.
Applying knowledge of applicable federal, state and local regulations and program guidelines and communicating information that is technical in nature.
Managing multiple tasks and priorities with competing deadlines and adapting to frequently changing production requirements and schedules.
Performing at an intermediate-advanced level in Microsoft Word, Excel, SharePoint, Adobe Pro, SharePoint, OnBase or similar information/document management systems, and with the ability to quickly grasp specialized software programs.
Bilingual (English/Spanish)
Candidates for this position should have a high degree of initiative, exceptional attention to detail; well-developed critical thinking skills; working knowledge of MS Office, SharePoint, and Adobe Pro skill; and proven analytical abilities. The candidate should also be a creative problem solver who is highly organized and able to meet production requirements in a high-volume production environment
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 20
APPLICATION PROCEDURES
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 (phone number).
If you need special services or accommodations, call 832.394.6200 . (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.
EEO 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.
The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:
Medical
Dental
Vision
Wellness
Supplemental Insurance
Life insurance
Long-term disability
Retirement pension
457 deferred compensation plan
Employee Assistance Program
10 days of vacation each year
11 city holidays, plus one floating holiday
Compensable Sick Leave
Personal Leave
Flexible schedules
Hybrid-Telework for eligible positions
Professional development opportunities
Transportation/parking plan
Section 125 pretax deductions
Dependent Care Reimbursement Plan
Paid Prenatal, Parental and Infant Wellness Leaves
Healthcare Flexible Spending Account
For plan details, visit http://www.houstontx.gov/hr/benefits.html
01
Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?
Yes
No
02
Indicate your highest level of completed education and professional administrative experience.
High school diploma/GED and less than seven years of professional administrative experience
High school diploma/GED and at least seven years of professional administrative experience
Associate's degree and less than five years of professional administrative experience
Associate's degree and at least five years of professional administrative experience
Bachelor's degree and less than three years of professional administrative experience
Bachelor's degree and at least three years of professional administrative experience
Master's degree or higher and less than one year of professional administrative experience
Master's degree or higher and at least one year of professional administrative experience
03
How much experience do you have determining eligibility against program requirements?
None
Less than one year
At least one year but less than three years
At least three years but less than five years
Five years or more
04
How much experience do you have verifying completeness and accuracy of applicant files and identifying and resolving discrepancies and omissions?
None
Less than one year
At least one year but less than three years
At least three years but less than five years
Five years or more
05
What is your proficiency in MS Word?
No experience with software
Beginner (e.g. creating new document, formatting, page layout, etc.)
Intermediate (e.g. adding headers/footers, page numbering, modify template, etc.)
Advanced (e.g. creating mail merge, track changes, document protection, etc.)
06
What would best describe your proficiency in MS Excel?
No experience with software/program
Beginner (e.g., data cleansing, sorting, filtering, de duplicating, grouping, formatting, moving/copying data, applying cell borders, simple mathematical formulas, producing summary tables from large data files)
Intermediate (e.g., advanced functions, MATCH, VLOOKUP, SUM IFS, Pivot Tables)
Advanced (All of the above listed skills including power query, power pivots, dashboard like reports)
07
Are you bilingual (English/Spanish)?
Yes
No
08
Please describe work you have performed that required a high-degree of attention to detail. (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)
09
Please describe your experience in performing detailed application review and processing to exacting specifications, including ensuring file content against program guidelines or regulations? (list examples and tools used). (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)
10
Please describe your experience in ensuring the integrity of the data entered into or contained in content/document management systems. (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)
11
Please describe your ability to perform under pressure in a fast-paced environment and deliver high-quality results. (Response of 'See Resume' will not be accepted as a satisfactory response and will delay your application's progress.)
Required Question
