Administrative Assistant

Administrative Assistant

The Administrative Assistant generally provides administrative and clerical support to various assigned Divisions within the Department, cross-trains to provide coverage for Administrative Coordinators in other sections, and coordinates activities with administrative staff and supervisors. This particular position will primarily work in the Records & Reports section of Administration.

The Administrative Assistant duties include:

• Providing general administrative and clerical support as needed/directed. Specific responsibilities will vary depending on area of Department assigned to, but could include report proofreading, record management, scanning and/or maintaining case files and other records and documents, receiving and responding to incoming calls / emails, receiving and distributing mail to appropriate areas, providing calendar and meeting schedule support, and general customer service to coworkers and the public
• Performing data entry into various databases, including the county's financial and human resources system and the Department's LIMS. Disseminating reports from extracted data, constructing text reports, graphical charts, or presentations based on the data
• Assisting with Department procurement and reimbursement process, including drafting and processing of purchase requests
• Processing subpoena requests, discovery requests, court appearances, and open records request to include communication with various managers, attorneys, family members, independent laboratories, and criminal justice agencies
• Cross-training on other responsibilities to ensure coverage of administrative staff. Coordinating with other administrative staff to ensure tasks are completed in a timely and consistent manner

Harris County is an Equal Opportunity Employer. If you need special services or accommodations, please call View phone number on click.appcast.io or email View email address on click.appcast.io.

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

All applicants must register and take the HRRM Clerical Skills Test and score a minimum of 85% clerical aptitude and 40 wpm with 85% accuracy.

Education:

• High school diploma or G.E.D. equivalent from an accredited educational institution

Experience:

• At least two (2) years of administrative experience in an office setting

Licensure/Certificates:

• Maintain a valid Texas Driver's License and maintain ability to safely operate a motor vehicle

Additional Requirements:

• Pass Harris County Clerical Test with a score of at least 85% clerical aptitude and 40 wpm with 85% accuracy
• Must pass criminal background check and drug / alcohol screening (prior to and randomly during employment)

Knowledge, Skills, and Abilities:

• Professional demeanor in dealing with a diverse set of outside callers and coworkers; desire to make customer service a priority
• Strong written and oral communication skills, ability to multi-task and adjust priorities as needed
• Attention to detail and ability to anticipate needs of others
• Basic computer skills, including Microsoft Office

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:

• Associate degree OR 60 credit hours of college OR high school diploma plus a professional secretary or equivalent certificate (preferred)

Experience:

• Experience in a medical office, laboratory, or law enforcement agency (preferred)

General Information

Register Online for the HRRM Clerical Skills Test using the following link:

Position Type, and Typical Hours of Work:

• Full-Time | 40 hours per week | In Office
• Monday Friday

Work Environment:

• Office setting

Potential Exposures:

• The Institute of Forensic Sciences provides medical examiner and crime lab services for Harris County. The work performed is sensitive and serious and routinely deals with criminal evidence and deaths of adults and children that resulted from violence, natural disease, or other causes. While this position won't have any direct contact with evidence or decedents, there will be exposure which may be emotionally taxing

Physical Demands:

• Sedentary work. Requires physical strength to push, pull, and lift up to 20 pounds frequently and repeatedly
• Must be physically able to sit or stand for extended periods

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.