Administrative Assistant -MVC

Harris County

Houston, TX, USA

Full time

US$37.3-50.4k (monthly)

Healthcare / Government

Jan 26

This job is no longer accepting applications.

The Administrative Assistant III functions to provide direct administrative support to the Mosquito and Vector Control Division (MVC) Director and management team. Under the supervision of the Administrative Supervisor, the Administrative Assistant will perform a variety of administrative support activities including but not limited to coordinating general administrative tasks, including providing office support, meeting support, preparing and tracking correspondence, supporting office staff, supply and equipment orders, travel arrangements and receptionist duties.


 Administrative

  • Provide receptionist support such as greeting telephone callers and in-person meeting attendees in a friendly and courteous manner, providing requested information, and, if needed, transfers calls to the appropriate personnel.
  • Tracks calls to ensure issue has been resolved appropriately.
  • Enters resident requests information into the Service Request/Inspection database accurately, with enough detail to allow sufficient follow up.
  • Accurately maintains Division’s restricted address list including receiving initial request, recording in the database, and maintaining list through the annual renewal process.
  • Provide general office and documentation support for the MVC including administrative tasks such as copying, filing, faxing, documenting and maintaining administrative processes, drafting and tracking correspondence, coordinating mailings and enhancing overall administrative efficiency.
  • Provide support for meetings facilitated by MVC staff, including scheduling meetings and conference rooms; preparing materials for meeting participants; and transcribing meeting notes and/or minutes, accurately synthesizing proceedings in a timely manner, and following-up with meeting participants.
  • Monitor and track supply orders.
  • Process supply and equipment orders and invoices.
  • Accepts and signs for deliveries and helps coordinate their proper distribution.
  • Coordinate travel arrangements, and process expense reports and timesheets.
  • Schedule meetings, telephone calls, and virtual meetings for MVC staff and the Director of MVC.
  • Proofread documents, draft templates, support MVC with content development and back-up research, as needed.
  • Assist with on-site support for MVC sponsored HCPH events and meetings, including registering guests, arranging meeting materials, and assisting with technology.
  • Update the Key Performance Indicators (KPI’s) for the division and the weekly report matrix.
  • Submits weekly report for the front office to the Administrative Supervisor and Resource Management Officer.
  • Assist in training seasonal clerk in an appropriate and timely manner.
  • Update and revise as needed annually, the Resource Guide bringing it current with staff and department procedures.
  • Assist MVC director with administrative tasks, such as preparing daily documentation of office deliverables

Other Duties

  • Any or all parts of the job description may be changed by the administration at any time in accordance with the needs of the division.
  • Monitor/maintains use/care of all electronic office equipment.
  • Other duties as assigned, including special tasks involved in responding to an emergency event.
  • Assists in organizing and preparing department activities such as retirements and employee recognitions.

Harris County is an Equal Opportunity Employer

https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net 





Requirements

Education and Experience:

  • High School Diploma or equivalent
  • Five (5) years of progressively responsible experience in an Administrative Office environment
  • Proficiency with office technology and equipment, including fax machines, printers, copiers, scanners, and computers
  • Experience with Microsoft Office Suite programs including Office 365 (Excel, Word, Outlook, PowerPoint, Teams, etc.)

Knowledge, Skills, and Abilities: 

  • Strong proficiency in the use of Excel to create and use spreadsheets
  • Thorough knowledge of office methods, procedures, and practices
  • Thorough knowledge of correct grammar, spelling, punctuation, and simple mathematical functions
  • Demonstrated competence in effectively presenting standards information in writing
  • Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and at times, creative solutions.
  • Ability to interact professionally with culturally diverse individuals

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.     

Preferences

Experience Preferred:

  • Bachelor’s degree
  • Experience as a senior-level secretary providing direct administrative support activities at the management/executive level; including, but not limited to preparing reports, setting up of meetings and appointments, maintaining filing systems, and handling of customer-service type inquiries.
  • Bilingual speaking

General Information

Hours:

  • 40Hours/ Week.

Location: 

  • Houston, TX 77021

Salary: 

  • Commensurate with experience. 
  • Based on 26 pay periods. 

Agency

Harris County

Address

1310 Prairie Street, Ste. 240


Houston, Texas, 77002

Website

https://www.governmentjobs.com/careers/harriscountyt

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Harris County

Keeping residents and our community healthy & safe!

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