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Administrative Assistant - Programs

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Harris County

Aug 26

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Houston

AI generated summary

  • You need a high school diploma or GED, 3 years of admin experience (2 supporting Director), MS Office proficiency, strong communication skills, and ability to prioritize and maintain confidentiality.
  • You will manage calendars, coordinate meetings, prepare documents, handle budgets, maintain filing systems, communicate with stakeholders, and provide comprehensive administrative support for projects.

Requirements

  • Education:
  • High school diploma or G.E.D. equivalent
  • Experience:
  • Three (3) years of progressive administrative work experience
  • Two (2) years of experience in supporting Director level role(s)
  • Knowledge, Skills, and Abilities:
  • Ability to multitask, work independently and quickly change priorities.
  • Proficiency and/or Advanced Knowledge in all Microsoft software applications including Outlook, Word, Excel, PowerPoint, and SharePoint.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to organize and prioritize work assignments.
  • Skilled in establishing the organization and assisting others with the administrative parts of their job.
  • Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
  • Ability to maintain confidentiality when dealing with sensitive information.
  • Self-motivated organizational skills to maintain a work environment that allows for maximum productivity.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar.
  • Ability to establish and maintain effective professional working relationships and foster teamwork in a diverse environment.
  • 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
  • Education:
  • Associates degree in Business Administration or related field from an accredited college or university (preferred)

Responsibilities

  • Provides administrative office support to the Division Director
  • Serves as primary liaison/point of contact for the department and internal/external stakeholders
  • Communicates effectively at a high-level
  • Ensures the highest level of discretion in providing a comprehensive range of administrative assistant support
  • Effectively manages calendar including scheduling appointments, meetings, travel arrangements and independently resolving conflicts
  • Coordinates activities and special department functions as assigned by the Division Director
  • Assists in the preparation and review of correspondence, reports, presentations (e.g., Word, Excel, PowerPoint, SharePoint, etc.), and other work of the Division Director to ensure timeliness, appropriateness, and aesthetic quality
  • Provide comprehensive administrative support to all assigned projects and initiatives - ensuring smooth coordination, timely communication, and efficient task management
  • Manage budget and expense reconciliation, including tracking expenditures and processing invoices
  • Structure, organize, maintain, and manage access to the division’s electronic filing system - ensuring efficient document storage, retrieval, and compliance with data security protocols
  • Composes, types, proofreads, and distributes memos, letters, & emails as well as any other documents
  • Updates and revises various division policies
  • Prepares key documents for signature, comments, decision, or action
  • Organizes and prepares relevant briefing or background materials for meetings
  • Records, transcribes, and distributes meeting agenda, minutes, and follow up as assigned
  • Other duties as assigned

FAQs

What is the primary role of the Administrative Assistant - Programs at Precinct One?

The primary role is to provide administrative support to the Director of Programs, ensuring administrative tasks and projects are completed effectively.

What are the essential duties of this position?

Essential duties include managing the Director's calendar, preparing correspondence and reports, managing expenses, organizing electronic files, and assisting with various projects and initiatives.

What type of experience is required for this position?

Candidates must have three years of progressive administrative work experience and two years of experience supporting Director-level roles.

What educational qualifications are preferred for this role?

An Associate's degree in Business Administration or a related field from an accredited college or university is preferred.

What software proficiency is required for this job?

Advanced knowledge in Microsoft software applications including Outlook, Word, Excel, PowerPoint, and SharePoint is required.

Is this position full-time?

Yes, this is a full-time position.

Are there any special working conditions for this job?

The role may require occasional evening and weekend work, as well as travel within Harris County for external events.

Where is the work location for this position?

The work location is at Harris County Commissioner Precinct One, 2727 El Camino Street, Houston, TX, 77054.

What benefits does Harris County offer to employees in this role?

Benefits include medical, dental, and vision insurance, vacation days, county-observed holidays, retirement plans, and professional development opportunities.

Is prior experience in public service or local government preferred?

While not explicitly mentioned, experience in public service or local government may be beneficial given the role's focus on community-centered programs.

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Harris County

Government
Industry
10,001+
Employees

Mission & Purpose

Harris County is a county located in the U.S. state of Texas within the Houston–Sugar Land–Baytown metropolitan area. As of 2000 U.S. Census, the county had a population of 3,400,578 (though a 2007 estimate placed the population at 4,011,475), making it the most populous county in Texas and the third most populous county in the United States. Its county seat is Houston.