Administrative Assistant Safety

Position Overview:

The Administrative Assistant is expected to support the implementation of the Harris County Worksite Safety Policy (Policy) adopted by Commissioners Court on November 13 2025 by performing administrative functions that ensure timely documentation organized communication and efficient processing of safety-related information. The role is expected to demonstrate strong communication organizational and time-management skills as well as attention to detail and the ability to maintain confidentiality.

Under direct supervision the Administrative Assistant performs a range of clerical and administrative tasks to support departmental operations. Individuals in this position are responsible for answering phones and emails managing calendars attending meetings preparing documents maintaining records performing data entry and assisting staff and managers with department projects correspondence and other general office duties.

Job Duties:

Administrative Support:

• Performs various administrative tasks to support the department including preparing and editing correspondence maintaining files and records managing department databases and assisting with orders requisitions and departmental policies.
• Coordinate and process safety-related documentation including inspection reports violation records contractor submissions training materials meeting notes stop-work documentation and general correspondence supporting the Worksite Safety Policy.
• Organize and maintain digital and physical safety files in accordance with County retention requirements.
• Assist in the preparation of monthly and quarterly safety reports safety metrics and data packages for the Health & Safety Manager and County Safety Inspectors.
• Perform other duties as assigned.

Program and Project Support:

• Supports senior management with special projects and programs by coordinating meetings preparing and distributing communications memos and presentations and tracking deadlines and deliverables.
• Assist in administrative tasks related to Policy implementation including scheduling inspections monitoring deliverables tracking departmental submissions and supporting cross-departmental coordination.
• Customer Service:
• Serves as the primary point of contact for internal and external inquiries via phone and email screening prioritizing and redirecting communications as necessary.
• Respond to and appropriately route safety-related questions contractor documentation inquiries inspection scheduling requests and communications received from project managers contractors or the County Safety Monitor.
• Perform other duties as assigned.

Event Coordination:

• Assists with scheduling and coordinating departmental events meetings and training handling logistical details to ensure seamless execution.
• Support setup scheduling and documentation for safety training sessions toolbox talks cross-departmental safety meetings and Policy implementation meetings.
• Employees are responsible for executing the duties and responsibilities listed above as well as any other duties as assigned.
• Some positions may require employees to work before during or after an emergency or disaster at the departments discretion.
• Perform other duties as assigned.

Education:

• High School Diploma or equivalent.

Experience:

• Two (2) years of administrative or office support experience.

Knowledge Skills & Abilities (KSAs)

• Knowledgeofgeneralofficeoperationsproceduresand equipment.
• ProficiencyincomputerprogramsnotablyMicrosoftOffice applications.
• Proficientinprofessional and effectivecommunication withDepartment Headscolleagues and clients.
• Excellentwrittenandverbal communication skills.
• Strongorganizationalskillsandtimemanagement.
• Abilityto operateindependentlywithminimalneedforsupervision.
• Ability toefficientlypreparecorrespondenceanddocumentsaswellascompletespecial projects within specified deadlines.
• Abilityto support accuratesafetydocumentation andmaintainconfidentialityof sensitivesafety contractorand personnelinformation.
• Ability to managemultiplesafety-relatedadministrativeworkflowssimultaneouslyincluding scheduling reporting and data coordination.

Emergency Response Obligations:

• This position is designated as essential personnel and may be required to work before during and after emergency events
• Must be available for after-hours emergency response for serious injuries fatalities or major incidents
• Participates in departmental emergency operations planning and disaster recovery safety protocols
• May be assigned to support multi-departmental emergency responses

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.

WORKENVIRONMENT

• This position is based in an office environment where the use of standard office equipment such as computers phones scanners and filing cabinets is routine.
• Occasional visits to construction office trailers or project meeting sites may be required to support Policy-related administrative tasks or coordination with County safety staff.

PHYSICAL AND MENTAL DEMANDS

• This role is predominantly sedentary involving mainly sitting with occasional standing walking and lifting or moving objects weighing up to 10 pounds.
• It also requires performing standardized tasks with little creativity a predictable pace with minimal stress and moderate focus and cognitive effort including some memorization and frequent reliance on reference materials.
• Must be able to perform extended periods of data entry documentation review and administrative processing related to safety reporting requirements.

POSITION TYPE AND TYPICAL HOURS OF WORK

• This is a full-time position with the typical work hours of Monday - Friday from 8 AM to 5 PM operating on a hybrid schedule.
• Occasional weekends holidays and overtime may be required based on the specific needs and demands of the department.
• May require additional hours to support urgent safety documentation needs incident reporting timelines or Policy-related administrative deadlines.

FEATURED BENEFITS:
Medical vision and dental insurance.
Wellness.
Professional development opportunity.
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).