Administrative Assistant, Health & Safety. Houston Move Collective

Administrative Assistant

Under the direction of the Health & Safety Manager, and in accordance with established procedures, the Administrative Assistant performs a variety of administrative duties requiring knowledge of HCTRA policies and departmental processes. Responsibilities include preparing and editing memos, Commissioners Court letters, agreements, budgets, and reports using various software programs. The role also involves greeting visitors, answering and routing telephone calls, and taking messages.

The Administrative Assistant maintains calendars, schedules meetings, and organizes files and records. Key duties include data entry, coordination of communications, and maintaining accurate and organized documentation related to safety policies, procedures, and training records. This position serves as a key point of contact between management, employees, and external contractors and consultants, supporting the overall efficiency of the department.

Duties and Responsibilities:

The incumbent is responsible for executing the duties and responsibilities listed below and other duties as assigned. Some positions may require working before, during, or after an emergency or disaster at the department's discretion.

• Prepares, monitors, and follows up on documentation for new hires or temporary personnel (contractors and consultants), including onboarding paperwork, disciplinary records, badge access, VPN applications, and other department-related Human Resources items. Ensures all Health & Safety new hires receive necessary system access and equipment during onboarding. Notifies Human Resources of employee resignations or notices.
• Prepares and edits memos, Request for Court Action (RCA) documents for Commissioners Court documents, HCTRA Service Agreements, budgets, and reports using various computer software programs. Creates and formats Excel spreadsheets, Microsoft Office documents, PowerPoint presentations, and maintains various databases.
• Performs data entry, invoice processing, office supply management, and other general clerical duties for the HCTRA Health & Safety department. Receives visitors, answers, routes, and documents telephone calls, and take messages as needed. Maintains records of appointments, meetings, and departmental functions, and manages the Health & Safety Manager's calendar. Coordinates scheduling of safety meetings, training sessions, audits, and reserves HCTRA conference rooms.
• Maintain safety files, training records, incident reports (OSHA logs), and manages safety software (Quickbase). Prepares reports, dashboards, and presentations on safety metrics, compliance, and program status. Maintains inventory of office supplies and submits maintenance and equipment replacement requests.
• Acts as a point of contact for safety inquiries, disseminates safety information, and handles confidential matters. Helps with accident investigations, tracks trends, and supports claims processing (Workers' Comp).

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.

Education and Experience:

High school diploma or equivalent. Two (2) to four (4) years of progressively responsible general clerical or administrative experience. Preferred:
Associate's degree in Occupational Health and Safety, Environmental Science, Business Administration or related field. Working knowledge of OSHA standards and regulations. Relevant OSHA certifications(s). Knowledge, Skills, and Abilities:
Strong organizational, time management, and attention to detail skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office and safety related database systems. Ability to work collaboratively and handle sensitive and confidential information. Ability to operate and utilize standard office equipment and business machines. Ability to be dependable and maintain consistent attendance. Ability to prioritize tasks and manage multiple assignments.

Strong analytical and problem-solving skills.

Physical Demands:
The physical demands associated with this job are light, with occasional lifting and moving of objects weighing up to 20 pounds. The role is predominantly sedentary, involving mainly sitting with occasional standing and walking.

NOTE:

Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Position Type and Typical Hours Work:
Typical work hours are Monday through Friday at a full-time capacity, with exact hours varying according to departmental needs. Work Environment: A normal office environment with acceptable lighting, temperature controls, and…