Position Description
Under minimal supervision, Administrative Assistant will perform a variety of complex administrative support to staff and management. Administrative duties and responsibilities include but are not limited to; providing front-desk coverage, handling a multi-line system, filing, photocopying, scheduling appointments with internal and external parties, maintaining supplies and other resource inventories, and maintaining an organized work environment.
The Administrative Assistant will also receive and respond to complex inquiries and questions, referring only the most complex issues to higher-level staff. The incumbent is required to utilize advanced administrative skills and has comprehensive knowledge of administrative support processes and be able to exercise discretion and independent judgment concerning matters of significance.
Duties and Responsibilities:
- Corresponds with individuals in-person, via phone, email, and mail to assist with complex/sensitive department-related questions and issues.
- Collects, reviews, and organizes complex data/information and records as needed from appropriate sources.
- Prepares, distributes, and reviews complex reports and other forms of communication on a regular schedule and as needed for special projects and assignments.
- Maintains, monitors, and works to improve efficiencies in more complex office workflows.
- Maintains and monitors office supplies by monitoring inventory levels, anticipating needed supplies, placing supply orders, reviewing supply invoices, and resolving discrepancies.
- Ensures department resources and equipment are in good standing by coordinating preventative maintenance and repairs as needed.
- Coordinates and schedules complex travel arrangements, meetings, appointments, or other logistics as needed.
- Performs various complex administrative tasks as needed for special projects and assignments.
Other Duties:
- This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.
Harris County is an Equal Opportunity Employer
If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net.
This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.
Requirements
Supporting Documents:
- Cover Letter
- Updated Resume
Education and Experience:
- High School Diploma or G.E.D. equivalent from an accredited educational institution.
- Five (5) years of experience in administrative work.
Knowledge, Skills, and Abilities:
- Ability to communicate effectively, both orally and in writing.
- Ability to gather and analyze information.
- Ability to understand and follow instructions as assigned.
- Ability to record and transcribe meeting minutes.
- Ability to be self-motivated.
- Ability to pay high attention to details.
- Ability to work independently as well as with a team.
- Ability to understand and work with automated systems/databases.
- Ability to prioritize work to meet deadlines.
- Excellent time management and organization skills.
- Knowledge of MS Office programs such as Word, Excel, Outlook, and PowerPoint.
- Knowledge of office management systems and procedures.
- Knowledge of office equipment such as multi-line phone systems, photocopier/scanner, and printers.
NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
General Information
Position Type and Typical Hours of Work:
- Grant-funded Full-time | Funded to work until December 31, 2026.
- Monday – Friday | 8:00 A.M. to 5:00 P.M.
Salary:
- $21.57 - $32.88 Hourly
- Depends on Qualifications
- Based on 26 Pay Periods
Plus, benefits
Work Environment and Physical Demands:
- This job requires working in an office environment and using standard office equipment such as computers, phones, scanners, and filing cabinets. The physical demands of the job are minimal, with occasional lifting and moving of objects weighing up to 10 pounds. The work is considered sedentary, primarily involving sitting with occasional standing and walking.
Reporting Relationships:
- Reports To Position: Director, HR & ER
- Supervises Positions: None
Employment may be contingent on passing a drug screen and meeting other standards.
Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.
Seniority level
- Mid-Senior level
Employment type
- Full-time
Job function
- Administrative
- Industries
- Government Administration