ADMINISTRATION MANAGER

POSITION OVERVIEW

Applications Accepted From:  Division Only 

Division: Administrative Services Division
Section: Office of Program Support
Location: 8000 N. Stadium Dr.
Work days & Hours: Monday - Friday 8:00 am, - 5:00 pm *
*Subject to change 

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Administrative Manager is responsible for directing and overseeing critical administrative operations that support departmental effectiveness, regulatory compliance, and fiscal accountability. This position manages complex functions related to payroll and timekeeping administration, grant compliance, asset management, fleet operations, process improvement, and staff supervision. The Administrative Manager serves as a key liaison between department leadership, Human Resources, Payroll Services, Finance, Information Technology, and external stakeholders to ensure efficient and compliant operations.
The position supervises administrative personnel and provides strategic oversight for programs and systems supporting more than 1,000 employees and a fleet of over 230 vehicles.

Timekeeping and Payroll Administration

• Direct and oversee departmental timekeeping and payroll administration utilizing Kronos/MyCOH systems.
• Ensure accurate recording, review, approval, and correction of employee time records.
• Monitor timesheets, attendance records, leave balances, overtime usage, and payroll exceptions for compliance with Fair Labor Standards Act (FLSA) requirements and City policies.
• Conduct periodic audits of payroll and timekeeping data to ensure accuracy, accountability, and payroll integrity.
• Coordinate with Payroll Services, Human Resources, and Information Technology to resolve payroll discrepancies and system-related issues.
• Develop and provide payroll reports and analysis to executive leadership.
• Oversee payroll administration for approximately 1,015 City employees.

Grant Administration

• Manage administrative activities related to federal, state, and local grant programs.
• Ensure accurate tracking, validation, and documentation of labor hours charged to grants.
• Review and maintain grant-related documentation, including timesheets, labor distribution records, and cost allocation schedules.
• Coordinate with Finance and Grant Management staff to ensure compliance with grant requirements.
• Support grant monitoring, audits, reporting requirements, and reconciliation activities.
• Ensure adherence to applicable federal, state, and local regulations governing grant administration.

Fleet Management

• Direct administrative functions supporting departmental fleet operations.
• Monitor vehicle assignments, utilization, maintenance schedules, inspections, fuel consumption, mileage, and operating costs.
• Coordinate maintenance, repair, replacement, and salvage activities with fleet service providers and departmental personnel.
• Develop and monitor fleet performance metrics and operational readiness standards.
• Ensure compliance with City fleet policies, safety standards, and regulatory requirements.
• Manage a fleet consisting of approximately 232 vehicles.

Supervision and Staff Development

• Supervise administrative, payroll, and timekeeping personnel.
• Assign work, establish priorities, monitor workloads, and evaluate performance.
• Provide coaching, mentoring, training, and professional development opportunities.
• Conduct HEAR Plans and performance evaluations to ensure employees understand job responsibilities and performance expectations.
• Foster a customer-service-oriented work environment that promotes accountability, collaboration, and continuous improvement.

Process Improvement and Reporting

• Develop, implement, and maintain standard operating procedures (SOPs) related to payroll, grants, fleet operations, and administrative functions.
• Analyze operational and financial data to identify trends, risks, inefficiencies, and opportunities for process improvement.
• Prepare reports, dashboards, and presentations for executive leadership.
• Recommend and implement solutions to improve operational efficiency, compliance, and service delivery.

Communication and Stakeholder Engagement

• Serve as the primary departmental contact for administrative functions related to payroll, and fleet operations.
• Provide technical guidance and policy interpretation to managers and staff.
• Communicate procedural updates, deadlines, compliance requirements, and operational changes across the department.
• Collaborate with internal and external stakeholders to support organizational goals and initiatives

WORKING CONDITIONS 
There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. The position is physically comfortable, the individual has discretion about walking, standing, etc.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Accounting, Political Science, Psychology or a closely related field.

EXPERIENCE REQUIREMENTS
Six (6) years of pertinent, progressive professional experience in personnel, administration, accounting or a closely related field are required.

A Master's degree in Business Administration, Public Administration or a field closely related to the work being performed may be substituted for two (2) years of experience.

Directly related professional experience may be substituted for the education requirement on a year-for-year basis.

LICENSE REQUIREMENTS
None.

PREFERENCES

**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.** 

• Experience administering Kronos, MyCOH, SAP, or similar enterprise systems.
• Experience managing federally funded grants and compliance requirements.
• Knowledge of FLSA regulations and public sector payroll administration.
• Experience managing fleet operations and fixed asset programs.
• Experience developing operational reports, performance metrics, and executive dashboards.
• Strong supervisory and employee development experience.
• Experience working within municipal, county, state, or federal government environments

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED  None
 However, the Department may administer a skills assessment test.
 
 SAFETY IMPACT POSITION YES
If yes, this position is subject to random drug testing and if candidate is promoted into this position, he/she must pass an assigned drug test.
 
SALARY INFORMATION General Fund Position 
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 26
 
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 (832.395.8357).

If you need special services or accommodations, call 832.393.4882. (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.
 
EOE Equal Opportunity Employer
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.
 

Benefits

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
• 13 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
 

Supplemental Questions

Required Question

Agency Information

EmployerCity of HoustonAddress 901 Bagby St

Houston, Texas, 77002 Website https://www.houstontx.gov/