Administrative Assistant – 9-1-1 Custodian of Records

Full Job Description

Applications accepted from: ALL PERSONS INTERESTED
Division: Houston Emergency
Workdays & Hours: M-F, 7 a.m. - 4 p.m.
*Subject to change

ABOUT US
The Houston Emergency Center provides 24/7 round-the-clock emergency 9-1-1 services, the facility is a $50 million investment towards a secured facility equipped with state-of-the-art emergency communications technology. These advancements a reutilized by the center's 9-1-1 call takers and emergency dispatchers from the Houston Police and Fire Departments. System upgrades include police dispatch, fire dispatch, fire records, fire alerting, and geographic information at a cost of approximately $12 million. Antiquated facilities have been replaced with an innovative and redundant complex that consolidates emergency communications. Beyond its daily operations, the facility's Emergency Operations Center, during times of incident activation, allows interface and constant communications with local, state, and federal agencies. The center's most significant benefit is the common protocol for interagency transaction exchange between 9-1-1, Police, Fire, EMS, and Emergency Management.

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Performs professional administrative functions related to the development and implementation of policies and procedures in the assigned department.

• Interprets and implements basic rules, regulations, policies and procedures in day-to-day department operations.
• Drafts correspondence, reports and other documents; proofs/edits documents for accuracy, content and format.
• Investigates problems/potential problems by means of written and verbal communications; prepares findings and recommends solutions.
• Organizes inventorying, cataloging, retention and retrieval of department documents.
• Assists in the coordination of department staff services, such as personnel, purchasing, storekeeping, public relations and office management.
• Conducts administrative research and long-range planning studies on special management activities.
• Assists with department budget preparation and monitoring.
• Represents the department head at staff meetings and some conferences; acts as liaison to designated private agencies and organizations.
• Performs other duties as requested.

CORE FUNCTIONS

• Maintains and monitors various records and reports. Records and reports would include the entries and closeouts of District Attorney and HPD into the COR database. Budget and monthly COR reports and filing will also be processed; compiles information and maintains department reference information.
• Performs other duties as requested by the division head, including handling materials and information of a somewhat sensitive nature.
• Provides accurate customer service responses to customer inquiries that are complex in nature by various forms of communication i.e. phone, email, mail, or in person including referrals to other government agencies.
• Monitors customer accounts and research data to resolve problems. Prepares documentation to adjust customer accounts while maintaining security and confidentiality.
• Process time sensitive request(s) by opening and time stamping incoming mail for filing procedures which will include records management for archive/disposal of such materials.

WORKING CONDITIONS
Position is physically comfortable; the individual has discretion about walking standing, etc.

All positions in the Houston Emergency Center are classified as Tier I Level employees.

Requirements

EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts, or related field.

EXPERIENCE REQUIREMENTS
One (1) year of administrative experience is required.
Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS
None

Qualifications

Preferences will be given to applicants with experience in TPIA/FOIA Open Records environment and familiar with varying types of systems/procedures involved to process time sensitive request(s). Aside preference for candidates with a strong oral and written communication skills, experience in compiling data for reports with proficiency in various Microsoft applications is a must (e.g. Word, PowerPoint, Excel, Outlook, etc.).

**Preference 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.**

Additional Information

SELECTION/SKILLS TESTS REQUIRED None
However, the department may administer a skill assessment evaluation.

SAFETY IMPACT POSITION No
If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test.

SALARY 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 17

APPLICATION PROCEDURES
Only 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 832-393-2788.

If you need special services or accommodations, call 832-393-2788. (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 Employer
The 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.