Executive Office Assistant Print (https://www.governmentjobs.com/careers/houston/jobs/newprint/4496563) Apply Executive Office Assistant Salary$19.29 - $27.50 HourlyLocation 1200 TravisJob TypeFull TimeJob Number34099DepartmentHOUSTON POLICE DEPARTMENTOpening Date05/08/2024Closing Date5/14/2024 11:59 PM Central
Description
Benefits
Questions
POSITION OVERVIEWApplications accepted from: ALL PERSONS INTERESTEDJob Classification: EXECUTIVE OFFICE ASSISTANTPosting Number: PN# 34099Department: HOUSTON POLICEDivision: PATROL REGION 1Reporting Location: 1200 TRAVISWorkdays & Hours: MONDAY – FRIDAY; 0900-1700 SUBJECT TO CHANGEDESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONSAssists director(s), deputy director(s) and assistant director(s) in the coordination of office management and operational activities by performing varied clerical tasks and administrative support duties in the assigned division. Routinely handles information of a sensitive or confidential nature.RESPONSIBILITIES:
Answers telephone to screen and distribute calls, takes messages and answers routine questions. Receives and announces visitors. Receives and directs inquiries or comments regarding services.
Opens, sorts, and distributes mail. Handles incoming routine correspondence using standardized responses or formats. Sends faxes, packages, and mail.
Issues instructions or notices in the name of the director, deputy director, or assistant director.
Assists in completing business management or operation projects based on goals and instructions established by supervisor.
Photocopies, collates, and distributes correspondence, procedures, articles, reports, policies, bulletins, etc. Handles other reproduction needs including assembling manuals and reports, collating, and binding or arranging outside services when needed.
Types and proos correspondence, reports, forms, documents, etc. Composes and prepares simple and routine correspondence for supervisor’s approval. May maintain correspondence logs. Tabulates and prepares periodic and special reports.
Maintains calendar by scheduling meetings and appointments and making travel arrangements. Prepares and submits expense reports for management personnel.
Gathers and prepares materials and information for staff and business meetings and presentations.
Coordinates meetings by arranging meeting locations, distributing meeting notices, agendas, and information, procuring audio/visual equipment, and ensuring proper setup. May prepare meeting minutes.
Maintains a filing system for correspondence, reports, documents, complaints, departmental budget information, financial records, personnel matters, and general information on departmental operations, etc.
Procures necessary supplies and services (e.g. office supplies, telephone change orders, equipment repair and maintenance, office furniture, office forms, etc.).
May prepare time and attendance for management’s signature.
All duties and responsibilities may not be included in the above job descriptions.
WORKING CONDITIONS The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature, and air conditions.Requires the ability to make closely coordinated eye/hand movements within very fine tolerance and/or calibration demands; or the ability to make rapid closely coordinated eye/hand movements on a patterned response space within somewhat fine tolerance demands; or the ability to make coordinated eye/hand movements within fine tolerances with large equipment as an extension of the worker.“Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required.”If applicable, the applicant’s past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.MINIMUM REQUIREMENTSEDUCATIONAL REQUIREMENTS Requires a High School Diploma or a GEDEXPERIENCE REQUIREMENTS Three years of clerical or administrative support experience are required.LICENSE REQUIREMENTSNonePREFERENCESPreference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.GENERAL INFORMATIONSELECTION/SKILLS TESTS REQUIRED May be required to pass a city administered typing test with a typing speed of 70 words per minute with no more than 7 errors.SAFETY IMPACT POSITION NOSALARY INFORMATION Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification. Pay Grade 15APPLICATION PROCEDURESOnly online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov. To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (713-308-1228).If you need special services or accommodations, call (713-308-1228). (TTY 7-1-1)If you need login assistance or technical support call 855-524-5627.Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided. EOE – Equal Opportunity EmployerThe City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan.Benefits include: Medical Dental Vision Wellness Life insurance Long-term disability Retirement pension 457 deferred compensation plan Employee Assistance Program 10 days of vacation each year 11 city holidays, plus one floating holiday Flexible schedules Professional development opportunities Transportation/parking plan Section 125 pretax deductions Dependent Care Reimbursement Plan Healthcare Flexible Spending AccountFor plan details, visit http://www.houstontx.gov/hr/benefits.html01 What is the highest level of education you have obtained?
Less than a High School Diploma/GED
High School Diploma/GED
Associate's Degree
Bachelor's Degree or higher
02
How many verifiable years of clerical or administrative support experience do you have?
Less than 1 year
1 year
2 years
3 years
4 years or more
No experience
03
Work setting experience – Executive Office Assistant (check all that apply that can be verified):
Screening and routing calls
Compose and proos correspondence, reports, forms, documents, etc.
Maintain records and files
Gathers and prepares materials and information for staff and business meetings and presentations.
Coordinates meetings by arranging meeting locations
Maintains calendar by scheduling meetings and appointments and making travel arrangements
None of the above
04
Please indicate your level of proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).
BEGINNER: Perform daily word processing tasks in Word, enter correct data, create a database, import data from Excel in Access, format cells, rows and columns in Excel, create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; creates a new e-mail message, checking e-mail in Outlook
INTERMEDIATE: Basic formatting and create a variety of templates, mail merges in Word; create primary key to associate data between multiple tables, create a select query in Access; create, modify, and format charts, use graphic objects to enhance worksheets & charts in Excel; add special affects to presentation (design and animation) in PowerPoint; reply, forward, print and delete an e-mail message in Outlook.
ADVANCED: Manage table data, sort and filter merges in Word, create a split form and report and back up your databases in Access; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; delete e-mails from the Inbox, Sent Items and Deleted Items folders, Add, edit, move and delete appointments on your calendar.
EXPERT: Produce table of contents, footnotes, endnotes, bookmarks in Word, manage Macro commands, and manage database objects in Access, use advance formula functions (Vlookup, IF, IS) manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowerPoint; managing multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.
I have no experience in working with Microsoft Office Products
05
Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?
Yes
No
Required Question