Administrative Secretary (Technical)
Administrative Secretary (Technical)
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job 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
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.
- 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 If you need special services or accommodations please call or email. 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 Drivers 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 butONLY information stated on the application will be used for consideration. See Resumewill not be accepted for qualifications.
Preferences
- Experience/Knowledge:
- One (1) year ofcustomer 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.
Employment Type
Full-Time
