ADMINISTRATIVE ASSISTANT

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ADMINISTRATIVE ASSISTANT

Salary

$20.86 - $24.31 Hourly

Location

8000 N. Stadium

Job Type

Full Time

Job Number

34954

Department

Houston Health Department

Division

PHB - HIV/STD/Viral

Opening Date

09/17/2024

Closing Date

10/7/2024 11:59 PM Central

• Description

• Benefits

• Questions

POSITION OVERVIEW

APPLICATIONS ACCEPTED FROM: ALL PERSON INTERESTED

Posting Number: 34954

Division: Disease Prevention & Control

Section: Bureau of HIV/STD & Viral Hepatitis Prevention

Reporting Location: 8000 N. Stadium

Workdays & Hours: Monday – Friday, 8am-5pm *

*Subject to Change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The Houston Health Department (HHD) seeks an Administrative Assistant to provide administrative and clerical support for the Disease Prevention & Control. This position requires a skilled individual with exceptional organizational skills, strong ability to prioritize tasks and duties, critical thinking skills with the ability to multi-task, excellent written and oral communication skills, great interpersonal skills with the ability to interface and work with all facets of the organization. Also, proven experience with Microsoft Office products, excel, etc. Job duties and responsibility of this position include the following:

DESCRIPTION OF DUTIES

1. Schedules and organizes complex activities such as plan meetings, organize and schedule appointments, prepare paperwork for local and out-of-town travel, and assists with taking detailed meeting minutes.

2. Answer HIV hotline, take incoming, and make outbound calls on behalf of the bureau, Sort and distributes mail, draft written responses via email and respond by email when necessary.

3. Works independently and within a team on special and ongoing projects. Provide ongoing administrative support with cell phone ordering, IT request and set-up, securing meeting spaces, keep RICOH copiers in good working order, order bureau office supplies, and assist with scheduling job interviews when directed.

4. Other duties will include assisting with the onboarding of new staff, track/inventory supplies, and updating work order requests.

5. This dynamic individual will be well versed with creating/updating excel spreadsheets, organized and able to make good judgement with their decision making. Stay abreast of updated departmental policies that directly impact HIV/STI program operations, etc.

   WORKING CONDITIONS

   This position is physically comfortable; the individual has discretion about walking, standing, etc. There are no major sources of discomfort in a normal office environment.

MINIMUM REQUIREMENTS

MINIMUM EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

MINIMUM EXPERIENCE REQUIREMENTS

One year of administrative experience is required.

Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

MINIMUM LICENSE REQUIREMENTS

None.

PREFERENCES

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

Application review and/or interview. However, the Department may administer a skill assessment evaluation.

SAFETY IMPACT POSITION Yes

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

Pay Grade 17

SALARY INFORMATION GRANT FUND

Grants & Special funded positions are dependent upon continued available funds. If funding is no longer available, employee may be laid off or transferred. Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

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: www.houstontx.gov.

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832-393-4885 .

If you need special services or accommodations, call ( 832-393-4885 ). (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627 .

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.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan.

Benefits include:

• Medical

• Dental

• Vision

• Wellness

• Life insurance

• Long-term disability

• Retirement pension

• 457 deferred compensation plan

• Employee Assistance Program

• 10 days of vacation each year

• 11 city holidays, plus one floating holiday

• Flexible schedules

• Professional development opportunities

• Transportation/parking plan

• Section 125 pretax deductions

• Dependent Care Reimbursement Plan

• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

• Yes

• No

  02

  Do you have experience working with databases, web-based data systems, electronic medical record systems and search engines?

• Yes

• No

  03

  What is the highest level of education you have completed?

• Less than a High School Diploma/GED

• High School Diploma/GED

• Associate Degree

• Bachelor's Degree

• Masters Degree

  04

  How many years of professional administrative work experience do you have?

• Less than 1 year

• Up to 1 year

• 2 years but less than 3 years

• 3 years but less than 5 years

• 5 or more years

• None of the above

  05

  Do you have reliable transportation?

• Yes

• No

  06

  Are you willing to use your personal vehicle when necessary?

• Yes

• No

  07

  Please indicate your proficiency level in Microsoft Word & Excel, and Internet Research:

• Beginner (ex: create basic documents and/or spreadsheets with limited experience with other functionalities)

• Intermediate (ex: insert page breaks, header/footer, and/or generate auto-calculating and basic cell formatting)

• Advanced (ex: insert table of contents, generate tables, create mail merge and/or conditional formatting, table formatting, sort/filter cells, cell data validation/consolidation)

• No experience

  08

  How many years of experience do you have in processing local and out-of-town travel for staff?

• Less than 1 year of experience

• At least 1 year of experience

• 2 but less than 3 years of experience

• 3 but less than 5 years of experience

• 5 years or more of experience

• No experience

  09

  Do you have event planning experience?

• Yes

• No

  10

  Have you ever tracked inventory of supplies? If yes, please explain. If not, PLEASE indicate no.

  11

  Do you have a valid/current driver's license?

• Yes

• No

• My license is presently restricted, suspended or revoked

  12

  Are you willing and able to work? (Check all that apply)

• Work nontraditional days/hours (i.e., weekends, holidays, or late hours)

• Work during public health disasters and local emergencies

  13

  Are you willing to work some Saturdays?

• Yes

• No

  14

  Describe your experience with calendar management? If none, please indicate N/A below.

  15

  Briefly explain how you're able to stay organized when working with complex work activities in a busy office that has many moving parts?

  Required Question