Administrative Assistant

Under clear and specific instructions and following standardized procedures the Administrative Assistant is primarily responsible for various administrative duties using knowledge of HCTRA policies and procedures as related to the department. Prepares and edits memos Commissioners Court letters agreements budgets and reports using various computer software programs. Receives visitors answers telephone routes calls and takes telephone messages. Keeps records of appointments/meetings maintains files and records and performs other related general office duties.

Duties and Responsibilities:

• Prepares monitors and follows up on new hire or temporary personnel paperwork promotions merits disciplinary documentation contractor badges and VPN applications and all other departmental Human Resources related items. Ensures all departmental new hires receive necessary accesses and equipment during onboarding. Notifies Human Resources of resignations and terminations.
• Prepares and edits memos Commissioners Court letters agreements budgets and reports using various computer software programs.
• Receives visitors answers telephone routes calls and takes messages as needed.
• Keeps records of appointments/meetings maintains files and records and performs other related general office duties as requested.
• Routes a variety of HCTRA communications for required signatures.
• Prepares purchase order requests and addenda for the approved agreements and amendments.
• Receives prepares and maintains payroll submittals and files.
• Maintains inventory of office supplies. Anticipates needs places and often expedites orders as necessary. Places maintenance calls or submits replacement requests for all department office equipment.

Other Duties:

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.

Education and Experience:

• High School Diploma or equivalent.
• Five 5 years of experience

Knowledge Skills and Abilities:

• Basic Computer Skills.
• Proficient with Microsoft Office.Strong organizational skills.
• Knowledge of office management services functions organizational structure and operational policies & procedures for the department.
• Excellent verbal and written communication skills.
• Ability to operate and/or utilizes a variety of standard business and office machines and equipment.
• Ability to establish and maintain effective working relationships with others.
• Ability to be dependable and maintain good attendance.
• Ability to maintain confidentiality.

Physical Demands:

Light work Exerting up to 20 pounds of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time the job is considered light work.

Position Type and Typical Hours Work:

• This is a full time position.
• Days of work are MondayFriday.
• Hours may vary based on business needs of the department.

Work Environment:

There are no major sources of discomfort. A normal office environment with acceptable lighting and climate control is provided. Occasional trips to nonclimate controlled HCTRA facilities may be required. This role routinely uses standard office equipment such as computers phones photocopiers filing cabinets and fax machines.

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