Administrative Assistant - Houston Emergency Center

Administrative Assistant

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. This position in the Houston Emergency Center is classified as Tier 2 Level employee. The employee must maintain a clear criminal background throughout their employment.

Minimum Requirements

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

Preferences

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.

General Information

Selection/Skills Tests Required: None

However, the department may administer a skill assessment evaluation.

Safety Impact Position: No

If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

Salary Information:

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

Pay Grade: 17

Application Procedures:

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at:

To view your detailed application status, please log-in to your online profile by visiting: or call View phone number on click.appcast.io

If you need special services or accommodations, call View phone number on click.appcast.io. (TTY 7-1-1). If you need login assistance or technical support call View phone number on click.appcast.io.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE - Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.