Private Development Administrative Assistant

Position Overview:

The Development Services & Permits Division facilitates safe and responsible development construction and occupancy of buildings and properties in our community. In 2023 the division issued over 57000 permits with a construction value of $ 11.15 B. In addition the division conducted over 41000 inspections and almost 85000 plan reviews. We strive to provide prompt and courteous service to our customers ensuring compliance with all applicable laws and regulations. Our goal is to promote public safety protect the environment and support economic growth through the issuance of permits and inspections. We are committed to transparency accountability and continuous improvement in all aspects of our operations. The Administrative Assistant supports managers other employees and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others support typical work routines.

Job Duties:

• Office Administration: Manage and maintain efficient office operations including but not limited to Inventory and procurement of office supplies and equipment maintenance of physical and electronic filing systems records and databases and coordination of office maintenance and vendor relations.
• Communication Management: Serve as the primary point of contact for internal and external communications including the professional handling of telephone calls emails and correspondence accurate message taking and timely distribution of information. Greet and assist office visitors.
• Schedule and Meeting Coordination: Schedule and coordinate meetings appointments and events including logistics and materials preparation. Attend meetings record detailed minutes and ensure timely distribution. Maintain calendars and manage scheduling conflicts.
• Document and Report Preparation: Prepare edit and format documents reports presentations and correspondence with a high degree of accuracy. Generate reports as required.
• Data Entry and Management: Accurate and timely data entry. Database management.
• Inspection Support Functions: Process and manage inspection requests including data entry and scheduling. Modify and update inspection schedules based on client needs ensuring accurate documentation of all changes. Provide clients with clear and concise information regarding inspection procedures requirements and status updates.
• Communication with Inspection Teams: Monitor and respond to inquiries from inspection teams via chat and other communication platforms.
• Document Processing: Facilitate the submission and processing of pre-inspection documents. Prepare and distribute violation packets.
• Human Resources Support Functions: Assist with onboarding new employees including preparing hiring packets.
• Recruitment Support: Support recruitment efforts by reviewing resumes and job applications in the NEO GOV system (after obtaining necessary access) contacting potential candidates scheduling interviews and assisting with candidate research.
• Timekeeping Support: Monitor and support team members in accurately and timely submitting time records in the STARS system.
• Document and Report Preparation: Prepare edit and format documents reports presentations and correspondence with a high degree of accuracy. Generate reports as required.
• Data Entry and Management: Accurate and timely data entry. Database management.
• Inspection Support Functions: Process and manage inspection requests including data entry and scheduling. Modify and update inspection schedules based on client needs ensuring accurate documentation of all changes. Provide clients with clear and concise information regarding inspection procedures requirements and status updates.
• Communication with Inspection Teams: Monitor and respond to inquiries from inspection teams via chat and other communication platforms.
• Document Processing: Facilitate the submission and processing of pre-inspection documents. Prepare and distribute violation packets.
• Human Resources Support Functions: Assist with onboarding new employees including preparing hiring packets.
• Recruitment Support: Support recruitment efforts by reviewing resumes and job applications in the NEO GOV system (after obtaining necessary access) contacting potential candidates scheduling interviews and assisting with candidate research.
• Timekeeping Support: Monitor and support team members in accurately and timely submitting time records in the STARS system.

Education:

• High school diploma or GED diploma.

Experience:

• Minimum of 2 years of experience as an administrative assistant.

Knowledge Skill & Abilities (KSAs):

• Ability to handle highly sensitive and confidential information at all times.
• Ability to self-start; assume ownership in setting goals.
• Requires strong knowledge of using MS Office.
• Utilize good time management skills and effectively prioritize and manage multiple tasks/initiatives.
• Use good phone etiquette and effectively communicate with coworkers vendors the general public industry and/or governmental representatives.
• Read/comprehend written materials write/record legible notes and correctly complete required forms.

NOTE:Qualifying education experience knowledge and skills must be documented on your job application. You may attach a resume to the application as supporting documentationbutONLY information stated on the application will be used for consideration. See Resumewill not be accepted for qualifications.

Education:

• Associate degree.

Experience:

• 4 years of administrative assistant experience in the construction field.

Knowledge Skill & Abilities (KSAs):

• KSA Intermediate or higher-level knowledge of construction techniques or engineering design.
• Bilingual- Spanish and/or Vietnamese.

Position Type and Typical Hours of Work:

Full-Time Regular 40 hours per week.

Subject to early mornings late evenings weekends and holidays at times depending upon the project or workload.

Salary: Commensurate with experience based on 26 pay periods.

Physical Demands and Environmental Exposure:

Most assignments will be performed in an office meeting or operations command center environment but some field work may be required. May be required to work extended work hours during activation of disaster recovery operations for an unspecified length of time (varies based on the extent of the event).

This position requires bending stooping and lifting to 25 lbs. frequent walking standing sitting reaching and ascending/descending stairs.

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

FEATURED BENEFITS:

Medical vision and dental insurance.
Wellness.
Professional development opportunity.
Flexible spending account.
457 deferred compensation plans.
Retirement pension (TCDRS).
Transportation assistance (Metro Ride Sponsor Program).
Disability and life insurance.
Harris County is a Qualified Employer for the Public Service Loan Forgiveness Program (PSLF).