Administrative Secretary (Technical)
Harris County
Houston, TX
Description
Position Description
Harris County Pollution Control Services Department (HCPCS) Mission
The mission of Harris County Pollution Control Services Department (HCPCS) is to protect the citizens of Harris County from environmental impacts through firm, consistent enforcement of state and federal regulations. The ultimate goal of PCS is clean air, water, and proper management of waste. The activities PCS are directed toward ensuring clean air and water for the citizens of Harris County, consistent with the protection of public health, enjoyment of property and the protection of plant, animal, and marine life.
What you will do for Harris County Pollution Control
Duties and Responsibilities:
Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net. 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.
The mission of Harris County Pollution Control Services Department (HCPCS) is to protect the citizens of Harris County from environmental impacts through firm, consistent enforcement of state and federal regulations. The ultimate goal of PCS is clean air, water, and proper management of waste. The activities PCS are directed toward ensuring clean air and water for the citizens of Harris County, consistent with the protection of public health, enjoyment of property and the protection of plant, animal, and marine life.
What you will do for Harris County Pollution Control
Under the general supervision of the Operations Deputy Director with oversight and coordination with the Technical Division Managers, the Administrative Secretary is responsible for performing a variety of administrative tasks in support of the Technical Division and Administrative Services Section. This position ensures all technical and administrative activities are executed and alignment with the goals and objectives of the Harris County Pollution Control Services Department. This position also provides support services for the department, and other administrative and clerical support.
Duties and Responsibilities:
- Answer/place telephone calls providing complete/accurate information to callers requesting information, services, and inquiries concerning Pollution Control Services (PCS). Document complaints from citizens and assign to the appropriate dispatcher promptly. Assign site and primary ID numbers upon request.
- Receive, distribute, and send faxes. Check PCS mailbox daily and distribute the emails accordingly (complaints, DMRs, SSO, notifications, etc.). Record messages and distribute to staff via voice mail or other appropriate methods. Digitize calls and written correspondence when requested. Compile the monthly Field Section work schedule and roster and distribute copies. Process outgoing mail, emission events, process paper flow of ACI (trench burner), and receives departmental deliveries.
- Provide assistance to staff with data entry and compilation of documents such as investigation reports and technical reports. Combine and drop reports into database and act serve as back up with scanning mail into the database when needed. Also, back up and for filing the scanned document specific secretarial tasks for the different sections. Assist section staff and leadership with timesheets, data entry into CRM, expense reports, filing, and other daily, weekly, bi-monthly, and monthly reports for the Technical division. Document technical division activities and incoming notifications in CRM.
- Maintain and update the Administrative Services Standard Operating Procedures as needed. Coordinate and maintain office supplies for the technical sections. Backup for secretary staff as needed.
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Other duties as assigned:
- This Job Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.
Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net. 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
Education:
- High school diploma or G.E.D. equivalent
Experience:
Licensure:- Two (2) years of secretarial experience
- Valid Driver’s License (TX upon hire)
Knowledge, Skills, and Abilities:
- Basic computer skills
- Proficiency in data entry and use of computer is required.
- Intermediate level of Microsoft Word and Access is required
- Effective communication skills (verbal and written) are required
- Ability to handle difficult people and situations in a professional manner is necessary
- Must project a professional image
- Must be able to handle multiple projects and be a team player
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
Experience/Knowledge:
- One (1) year of customer service experience (preferred)
- Working knowledge of Adobe and SharePoint programs PCSMS database (CRM) (preferred)
Language:
- Bilingual (preferred)
General Information
Position Type and Typical Hours of Work:
- Full time | Monday - Friday | 8:00 am to 5:00 pm.
- Hours may vary based on the business need of the department.
Reporting Relationships:
- Reports to Position: Deputy Director-Operations with dotted line to Deputy Director-Technical
- Supervised Positions: None
Work Environment and Physical Demands:
- This job operates in a professional office environmental. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
- In the event of an emergency, this position may require the employee to be deployed to PCS or assigned to alternative county locations as needed.
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.
HARRIS COUNTY EMPLOYEE BENEFITS
Harris County offers a highly competitive benefits program, featuring a comprehensive group health plan and defined benefit retirement plan.
The following benefits are offered only to Harris County employees in regular (full-time) positions:
Health & Wellness Benefits
- Medical Coverage
- Dental Coverage
- Vision Coverage
- Wellness Plan
- Life Insurance
- Long-Term Disability (LTD) Insurance
- Employee Assistance Program (EAP)
- Healthcare Flexible Spending Account
- Dependent Care Flexible Spending Account
Paid Time Off (PTO)
- Ten (10) days of vacation leave per year (accrual rate increases after 5 years of service)
- Eleven (11) County-observed holidays
- One (1) floating holiday per year
- Paid Parental Leave
- Sick Leave
Retirement Savings Benefit
- 457 Deferred Compensation Plan
The following benefits are available to Harris County employees in full-time and select part-time positions:
- Professional learning & development opportunities
- Retirement pension (TCDRS defined benefit plan)
- Flexible work schedule*
- METRO RideSponsor Program*
- Participation may vary by department.
In accordance with the Harris County Personnel Regulations, group health and related benefits are subject to amendment or discontinuance at any time. Harris County Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed.
For plan details, visit the Harris County Benefits & Wellness website:
www.benefitsathctx.com