Administrative Coordinator

Position Overview

Position Overview

All Persons Interested

Director's Office / Policy Management & Legislative Affairs

611 Walker St, Houston, TX 77002, USA *

Mon.

- Fri., 7:30 a.m.

- 4:30 p.m. *

Subject to change

The Director’s Office, Policy Management and Legislative Affairs Team, is seeking an Administrative Coordinator to join its team. The primary focus of this position is to support the coordination and administration of the Houston Public Works Public Information Act (TPIA) program, including coordinating high-volume public information operations, tracking compliance activities, and facilitating collaboration across multiple Divisions. This role regularly handles sensitive and complex public information matters and requires a high degree of discretion, professionalism, organization, and independent judgment.

The Administrative Coordinator serves as one of the contacts for matters relating to Houston Public Works open records requests and subpoenas and supports department divisions in ensuring compliance with applicable federal, state, and municipal laws, policies and procedures

• Coordinates the day-to-day handling of Houston Public Works public information requests under the Texas Public Information Act (TPIA), including intake, assessment, tracking, records collection, review, response preparation, and closure.
• Reviews and evaluates requests to determine scope, applicable deadlines, responsible Divisions, responsive records, and potential confidentiality, redaction, or other issues requiring additional review or escalation.
• Researches and applies the Texas Public Information Act, Attorney General guidance, applicable statutes, City policies, and departmental procedures to support accurate, consistent, and timely responses.
• Coordinates with Administrative Specialists, departmental divisions, and the Legal Department on records collection, complex or sensitive requests, legal review, red actions, Attorney General rulings, subpoenas, and litigation-related matters.
• Monitors active requests, statutory deadlines, assignments, and outstanding actions using GovQA and other departmental systems.
• Identifies potential delays or compliance concerns and takes appropriate follow-up action.
• Provides guidance to Administrative Specialists and departmental personnel regarding established TPIA procedures, records collection, response requirements, confidentiality considerations, and request tracking, while escalating complex matters to the TPIA program lead as appropriate.
• Prepares, reviews, and revises TPIA correspondence, response letters, reports, procedures, reference materials, and other documentation.
• Assists with identifying workflow issues and opportunities to improve the efficiency and consistency of TPIA operations.
• Assists the TPIA program lead with operational reporting, workload and request trend analysis, regulatory updates, training, special projects, and implementation of TPIA procedures and process improvements.
• Serves as a designated operational backup to the TPIA program lead as proficiency and experience are demonstrated, providing continuity of day-to-day TPIA operations during periods of absence, monitoring critical deadlines, coordinating outstanding matters, and escalating complex or sensitive issues requiring program lead or legal review.
• May assist with special projects as assigned.

Able to collaborate with dozens of employees ensuring thousands of requests received monthly are responded to accurately and within deadline.

Familiar with the GovQA platform utilized by the city to track and monitor open records requests.