Executive Office Assistant - Houston, United States - City of Houston, TX

City of Houston, TX

Verified Company

Houston, United States

3 days ago

Posted by:

Mark Lane

beBee recruiter

Description

POSITION OVERVIEW:

_Applications accepted from:
ALL PERSONS INTERESTED_

_Job Classification:
__EXECUTIVE OFFICE ASSISTANT_**
_Posting Number: PN# 34099_

_Department:
__HOUSTON POLICE_**
_Division: PATROL REGION 1_

_Reporting Location: 1200 TRAVIS_

_Workdays & Hours:
__MONDAY - FRIDAY; *_**-
_SUBJECT TO CHANGE_

_ DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS_

Assists director(s), deputy director(s) and assistant director(s) in the coordination of office management and operational activities by performing varied clerical tasks and administrative support duties in the assigned division.

Routinely handles information of a sensitive or confidential nature.

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_RESPONSIBILITIES_:

Answers telephone to screen and distribute calls, takes messages and answers routine questions. Receives and announces visitors. Receives and directs inquiries or comments regarding services.
Opens, sorts, and distributes mail. Handles incoming routine correspondence using standardized responses or formats. Sends faxes, packages, and mail.
Issues instructions or notices in the name of the director, deputy director, or assistant director.
Assists in completing business management or operation projects based on goals and instructions established by supervisor.
Photocopies, collates, and distributes correspondence, procedures, articles, reports, policies, bulletins, etc. Handles other reproduction needs including assembling manuals and reports, collating, and binding or arranging outside services when needed.
Types and proofreads correspondence, reports, forms, documents, etc. Composes and prepares simple and routine correspondence for supervisor's approval. May maintain correspondence logs. Tabulates and prepares periodic and special reports.
Maintains calendar by scheduling meetings and appointments and making travel arrangements. Prepares and submits expense reports for management personnel.
Gathers and prepares materials and information for staff and business meetings and presentations.
Coordinates meetings by arranging meeting locations, distributing meeting notices, agendas, and information, procuring audio/visual equipment, and ensuring proper setup. May prepare meeting minutes.
Maintains a filing system for correspondence, reports, documents, complaints, departmental budget information, financial records, personnel matters, and general information on departmental operations, etc.
Procures necessary supplies and services (e.g. office supplies, telephone change orders, equipment repair and maintenance, office furniture, office forms, etc.).
May prepare time and attendance for management's signature.
All duties and responsibilities may not be included in the above job descriptions.

_ WORKING CONDITIONS_
The position occasionally requires stooping or bending.

Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature, and air conditions.

Requires the ability to make closely coordinated eye/hand movements within very fine tolerance and/or calibration demands; or the ability to make rapid closely coordinated eye/hand movements on a patterned response space within somewhat fine tolerance demands; or the ability to make coordinated eye/hand movements within fine tolerances with large equipment as an extension of the worker.

"Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required."

If applicable, the applicant's past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.

MINIMUM REQUIREMENTS:

_EDUCATIONAL REQUIREMENTS_
Requires a High School Diploma or a GED

_EXPERIENCE REQUIREMENTS_
Three years of clerical or administrative support experience are required.

_LICENSE REQUIREMENTS_
None

PREFERENCES:

GENERAL INFORMATION:

_SELECTION/SKILLS TESTS REQUIRED_

May be required to pass a city administered typing test with a typing speed of 70 words per minute with no more than 7 errors.

_SAFETY IMPACT POSITION__ NO_**
_SALARY INFORMATION_

Pay Grade 15

_APPLICATION PROCEDURES_
If you need special services or accommodations, call TTY 7-1-1)

If you need login assistance or technical support call

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,