Administrative Assistant - Director's Office

Applications accepted from: ALL INTERESTED

Department:
Houston Emergency Center

Division:
Director's Office

Workdays &

Hours:

Monday - Friday, 8am-5pm
* Subject to change
* ABOUT US

The Houston Emergency Center provides 24/7 round-the-clock emergency 9-1-1 services. The facility is a $50 million investment towards a secured facility equipped with state-of-the-art emergency communications technology. These advancements a reutilized by the center's 9-1-1 call takers and emergency dispatchers from the Houston Police and Fire Departments. System upgrades include police dispatch, fire dispatch, fire records, fire alerting, and geographic information at a cost of approximately $12 million.

Antiquated facilities have been replaced with an innovative and redundant complex that consolidates emergency communications. Beyond its daily operations, the facility's Emergency Operations Center, during times of incident activation, allows interface and constant communications with local, state, and federal agencies. The center's most significant benefit is the common protocol for interagency transaction exchange between 9-1-1, Police, Fire, EMS, and Emergency Management.

The Houston Emergency Center is seeking a highly motivated, detail-oriented, and experienced Administrative Assistant to provide professional administrative support within the Director's Office. This position is responsible for supporting departmental operations through policy and procedure implementation, customer service, records management, reporting, and administrative coordination.

Key Responsibilities:

* Perform professional administrative functions related to the development, interpretation, and implementation of departmental policies, procedures, rules, and regulations.

* Provide accurate, timely, and professional responses to complex customer inquiries via phone, email, mail, and in-person communication, including referrals to other government agencies when appropriate.

* Process time-sensitive requests by opening, date-stamping, and filing incoming correspondence in accordance with established records management, retention, and archive/disposal procedures.

* Maintain, monitor, and update a variety of departmental records and reports, including District Attorney and Houston Police Department entries and closeouts in the COR database.

* Prepare, process, and file budget documentation and monthly COR reports.

* Compile information and maintain departmental reference materials and files.

* Monitor customer accounts, research data, and investigate discrepancies to resolve issues efficiently.

* Prepare documentation related to customer account adjustments while ensuring security, confidentiality, and compliance with applicable policies.

* Draft, proofread, and edit correspondence, reports, and other documents for accuracy, content, and proper formatting.

* Investigate problems or potential issues through written and verbal communication; document findings and recommend appropriate solutions.

* Organize, inventory, catalog, retain, and retrieve departmental documents and records.

* Assist with the coordination of departmental support services, including personnel, purchasing, inventory control, public relations, and office management functions.

* Conduct administrative research and assist with long-range planning and special management projects.

* Assist in the preparation and monitoring of departmental budgets.

* Represent the department head at staff meetings and selected conferences; serve as a liaison to designated private agencies and organizations.

* Perform other duties as assigned by the division head, including handling materials and information of a sensitive or confidential nature.

WORKING CONDITIONS

Position is physically comfortable; the individual has discretion about walking standing, etc.

All positions in the Houston Emergency Center are classified as Tier I Level employees.

EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or related field.

EXPERIENCE REQUIREMENTS

One (1) year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS

None

Preference will be given to applicants with experience using a variety of systems and procedures to process time-sensitive requests. Strong oral and written communication skills are preferred. Demonstrated experience compiling data and preparing reports. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, is highly preferred.

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.

SELECTION/SKILLS TESTS REQUIRED None

However, the department may administer a skill…