Administrative Assistant II - CJ & HLS

Job Description

Job Description

Performs routine (journey-level) administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Prepares and disseminates information concerning agency programs and services. Prepares, edits, and distributes correspondence, reports, studies, forms, and documents. Maintains filing, record-keeping systems and inventory of public education items. Performs general office duties such as ordering supplies, performing basic bookkeeping work, and assisting with other general office work. Responds to inquiries and interprets rules, regulations, policies, and procedures. Assists in planning meetings, conferences, workshops, and public events. Assists in compiling and entering data for charts, graphs, databases, summaries, or reports. Assists in the development of administrative or technical assistance policies and procedures. Participate in the development of the program(s) work plan, monitors work flow, and evaluation of products, methods, and procedures for compliance requirements. May provide assistance answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff and locations. May assist in researching, composing, designing, or editing agency publications. Assist at various locations in coordinating program activities with other departments and outside organizations. Provides staff support for the advisory committees and the governing body. Collaborate with stakeholders, including emergency telecommunicators, law enforcement agencies, and public safety officials. Capture photos and video including digital media during events / meetings for reporting purposes. May attend local and out-of-region meetings, conferences, seminars, and workshops as required with some events occurring during weekends or after normal business hours. Performs other such related duties as may be assigned. This role may involve fieldwork with exposure to outdoor conditions and necessary travel. It may also require lifting 25 to 30 lbs. Knowledge of office practices and administrative procedures as well as knowledge of local, state, and federal laws related to public safety and emergency management; and of program planning, implementation, and monitoring. Skill in the use of office equipment, computers, and associated software applications. Establish and maintain effective working relationships with co-workers, contractors, committee members, public officials, and the general public. Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; and to communicate as well as effectively gather, assemble, correlate, and analyze facts; to devise solutions to problems. The ability to communicate in English and Spanish is preferred.

ACCEPTABLE EXPERIENCE AND EDUCATION

Experience in administrative support work within Emergency Planning and / or Criminal Justice field preferred. High school graduate, or its equivalent, plus at least two (2) years of progressively responsible experience of office procedures and practices or equivalent is generally preferred. Experience and education may be substituted for one another.

CERTIFICATES AND LICENSES REQUIRED

• Valid / Current Texas Driver’s License
• May require registration, certification, or licensure in a specialty area.