Location: Houston,TX, USA
Position Description
Harris County Public Library (HCPL) - History What began in 1921 and the years following as a collection of small libraries housed in stores, post offices and private homes has grown into a system of 26 branch buildings, 2 technology service centers, and 2 partner locations offering collection/circulation services. HCPL operates branches in unincorporated parts of Harris County and cities which do not have their own library systems.
What you will do at Harris County Public Library:
The Executive Assistant plays a critical role in providing high-level administrative support to the Executive Director and the Division Leadership Team of the Harris County Public Library. Key responsibilities include proactive problem-solving, seamless management of administrative duties, anticipating needs, and addressing issues independently. The role encompasses efficient calendar management, meeting preparation, creating and distributing presentations, conducting research, organizing events, providing office support, and preparing legislative documents. The Executive Assistant also manages confidential information with discretion to ensure smooth operations within the executive office.
Duties & Responsibilities:
* Selects, supervises, and evaluates assigned staff
* Provides leadership and coordinate schedules and workflow for effective service delivery
* Provides for the training and motivation of subordinates in order to make full use of individual capabilities and to meet changing system demands
* Establishes work rules and performance standards, trains, coaches, evaluates performance, and initiates and implements disciplinary actions as warranted
* Provides high-level administrative support to the Executive Director and the Division Leadership Team of Harris County Public Library (HCPL)
* Anticipates Executive Director and Division Leadership Team needs, proactively addressing issues and independently managing various tasks to ensure smooth and efficient operations within the executive office
* Manages and initiates administrative tasks to alleviate the Executive Director and the Division Leadership Team, relaying pertinent information and tracking pending matters for efficient follow-up
* Performs and oversees the coordination of complex tasks and recording project milestones
* Work cooperatively to coordinate projects and activities throughout the organization assigned by the Executive Director and Division Leadership Team
* Coordinates and prepares reports and correspondence
* Main liaison and point of contact for the Executive Director department, both internal and externally
* Communicates effectively at a high level
* Managing confidential information with discretion and maintaining the utmost discretion while providing comprehensive executive assistance support
* Undertakes special project efforts assigned by the Division Leadership Team
* Assists departments in tracking, organizing, and recording project milestones
* Work cooperatively to coordinate projects and activities throughout the organization
* Composes, types, proofreads and distributes a variety of documents such as presentations, memos, letters, emails, and publications
* Updates and revises policies, lists, and charts; maintains the department directory and distribution lists
* Prepares key documents for signature, comments, decisions, or actions and organizes relevant briefing or background materials for meetings
* Assists in the preparation and review of various materials, including correspondence, reports, presentations (e.g., PowerPoint, Canva, etc.), speeches, and articles for the Division Director, ensuring timeliness, appropriateness, and aesthetic quality
* Takes responsibility for coordinating administrative support activities within designated timeframes and according to established procedures, allowing appropriate review time from Division Director leadership
* Effectively communicates and actively monitors the status of ongoing work, activities, and procedures, including court letters and Requests for Court Action and any relevant procedural changes to the Leadership Team
* Delivers exceptional customer service and cultivates relationships with HCPL, county departments, and community-based partners
* Establishes and sustains effective working relationships with Harris County management, support services personnel, and the public, ensuring the implementation of sound administrative and procedural policies
* Manages and oversees the calendar, scheduling assorted activities like meetings, appointments, interviews, and workshops; conducts regular schedule reviews with the Executive Director and the Division Leadership Team
* Maintains a tickler file for meeting notices and daily reminders
* Efficiently handles appointments, meetings, travel arrangements, independently resolving conflicts
* Strategic planning; coordinating and organizing meetings and events
* Coordinates departmental activities and special functions as directed by the Executive Director and the Division Leadership Team, ensuring comprehensive support and organization
* Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for the Executive Director and the Division Leadership Team or other staff
* Records, transcribes and distributes meeting agenda, minutes, and follow-up as assigned
* Manages office inventory through the PeopleSoft/STARS enterprise resource planning system, ensuring adequate supplies for departmental activities
* Monitors inventory levels, initiates requests and orders for new or replacement supplies, and conducts periodic inventory counts to maintain accuracy and availability for work activities
* Maintains an organized filing system for each program
* Appropriately files materials promptly and retrieves filed materials as requested
* Maintains paper and electronic files for storing the various information
* Coordinates with Finance on expense-related questions and other support services for operational and logistical needs
* Maintain strict confidentiality, handling sensitive documents, communications, and information with the utmost discretion. Ensuring the protection of private information and disclosing it only to authorized individuals is essential to the integrity and trust required in this role.
* Create payment requests for department-related expenses
* 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 (713) ###-#### or email ...@bmd.hctx.net
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 & Experience:
* Associate degree in Business Administration, Information Processing, Management, or a related field
* Five (5) years of progressively responsible professional administrative work experience in a professional office environment
* Three (3) years experience in an executive assistant role directly supporting a C-level executive suite: level of support should include executives, managers, or directors
OR
* Twenty-four (24) semester units of college-level secretarial or business education may substitute for one (1) year of experience
* Four (4) years of progressively responsible professional administrative work experience in a professional office environment
* Two (2) years experience in an executive assistant role directly supporting a C-level executive suite: level of support should include executives, managers, or directors
OR
* Twelve (12) semester units of college-level secretarial or business education may substitute for six (6) months of experience
* Four and a half (4.5) years of progressively responsible professional administrative work experience in a professional office environment
* Two and a half (2.5) years experience in an executive assistant role directly supporting a C-level executive suite: level of support should include executives, managers, or directors
Additional Requirements:
* Available and reliable transportation for work-related duties
* Unofficial copies of transcripts are required along with the application
Knowledge, Skills & Abilities:
* Demonstrated administrative experience in principles, practices, and procedures
* Report development and presentation practices and procedures
* Public administration practices and local government issues
* Project management, principles, and methods
* Coordinate and facilitate effective meetings and public participation
* Ability to adapt to change and collaborate with others to improve quality and address needs
* Ability to maintain the highest standards of ethical behavior, exercising honesty and integrity, respect, confidentiality, and fairness in the execution of their official responsibilities
* Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
* Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment
* Ability to maintain confidentiality when dealing with sensitive information
* Understand the organizational mission
* Uses sound judgment and discretion to demonstrate a sense of responsibility for the success of the group
* Assesses and recognizes own strengths and weaknesses
* Self-motivated organizational skills to maintain a work environment that allows for maximum productivity
* Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
* Advanced skill in utilizing a personal computer and associated software programs with advanced knowledge in MS Office Suite (Word, Excel, PowerPoint, Outlook)
* Ability to use personal mobile devices for our Multifactor Authentication process.
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 but ONLY information stated on the application will be used for consideration. See Resume will not be accepted for qualifications.
Preferences
Education:
* Bachelor's degree in Business Administration, Management, or a related field (preferred)
Experience:
* Supervisory experience (preferred)
Language:
* Bilingual (preferred)
General Information
Position Type and Typical Hours of Work:
* Full-time | Regular - 40 hours a week
* Monday - Friday: This position is exclusively on-site, necessitating all duties to be performed in person at the Public Library Administration Location.
* Hours may vary based on the business needs of the department. Still, employees may be required to work long and irregular hours in circumstances of public health emergencies or to meet departmental deadlines.
Salary:
* 28.60 Per Hour
* Paid Biweekly
Work Environment and Physical Demands:
* This job typically operates in a professional office environment.
* This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
* At times, work can be performed in an outdoor environment and possible exposure to inclement weather or various temperature changes.
* There could be exposure to dangerous or aggressive/adverse populations.
* Some duties would require the ability to lift up to 20 pounds and bending and standing for periods at a time.
Reporting Relationships:
* Reports To Position: Executive Director of HCPL
* Supervises Positions: N/A
Work Location:
* Administrative Office - 5749 South Loop East, Houston, TX 77033
Employment is contingent upon passing a background check.
Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.
BENEFITS
Harris County offers a competitive benefits program, including comprehensive group health and related benefits plan as well as defined benefit retirement plan.
The following list of benefits is offered only to employees in regular (full-time) positions:
* Medical Coverage
* Dental Coverage
* Vision Coverage
* Wellness Plan
* Life Insurance
* Long-term disability
* Employee Assistance Program
* Ten (10) days of vacation each year for the first five (5) years of service
* Accrual rates increase based on years of service
* Eleven (11) County-observed holidays and one (1) floating holiday
* Professional development opportunities
* Dependent Care Reimbursement Plan
* Healthcare Reimbursement Account
* 457 Deferred Compensation Plan
The following benefits are also available to regular (full-time) employment and may be available to part-time employees:
* Retirement Pension (TCDRS)
* Flexible schedule (varies by department)
* Transportation Assistance (Metro RideSponsor Program)
In accordance with the Harris County Personnel Regulations, Group Health and related benefits are subject to amendment or discontinuance at any time. Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed.
For plan details, visit the Harris County benefits website:
01
Which of the following best describes your highest level of education completed as it relates to this position?
* High School or GED diploma
* Associate Degree
* Bachelor's Degree
* Master's Degree or higher
* None of the above
02
Which of the following best describes the number of college-level secretarial or business coursework you have received from an accredited college or university?
* Less than twelve (12) units of college-level secretarial or business coursework
* Twelve (12) but no more than twenty-three (23) units of college-level secretarial or business coursework
* Twenty-four (24) or more units of college-level secretarial or business coursework
* I have not completed college-level secretarial or business coursework
03
Which of the following best describes your progressively responsible professional administrative work experience in a professional office environment? (To be considered, qualifying experience must be documented in your application's employment history)
* Less than four (4) years
* Four (4) years or more but less than five (5) years
* Five (5) years or more but less than six (6) years
* Six (6) years or more but less than seven (7) years
* Seven (7) years or more but less than eight (8) years
* Eight (8) years or more
* I do not have this experience
04
Please provide details about your progressively responsible professional administrative work experience in a professional office environment. * Do not use See Resume , as we do not use resumes to assess qualifications.* (To be considered, qualifying experience must be documented in your application's employment history) Include your (a) role(s), (b) types of organizations, (c) scope of duties and responsibilities. If you do not have this experience, please type None in the space provided.
05
Which of the following best describes your verifiable experience in an executive assistant role directly supporting a C-level executive suite: level of support should include executives, managers, or directors? (To be considered, qualifying experience must be documented in your application's employment history)
* Less than two (2) or years
* Two (2) years more but less than three (3) years
* Three (3) years or more but less than four (4) years
* Four (4) years or more but less than five (5) years
* Five (5) years or more but less than six (6) years
* Six (6) years or more
* I do not have this experience
06
Please provide details about experience in an executive assistant role directly supporting a C-level executive suite: level of support should include executives, managers, or directors. * Do not use See Resume , as we do not use resumes to assess qualifications.* (To be considered, qualifying experience must be documented in your application's employment history) Include your (a) role(s), (b) types of organizations, (c) scope of duties and responsibilities. If you do not have this experience, please type None in the space provided.
07
Please describe your experience in leading and supervising executive professional administrative work supporting a C-level executive suite, as outlined in the job description. Your response should showcase your skills and clearly validate your proficiency in key areas essential for this role. Ensure your examples are relevant and directly related to the competencies required for this position, as we will be using your response to this question to assess your skills in these areas. If you do not have this experience, please type None in the space provided.
08
Please provide details about your verifiable leading a team or supervisory experience. Your response should showcase your skills and clearly validate your proficiency in key areas essential for this role. * Do not use See Resume , as we do not use resumes to assess qualifications.* (To be considered, the qualifying experience must be documented in your application's employment history) Include your (a) role(s), (b) types of organizations, and (c) scope of duties and responsibilities. If you do not have this experience, please type None in the space provided.
09
Which of the following describes your level of proficiency using a personal computer and common office software such as MS Office Suite (Word, Excel, PowerPoint, and Outlook). Please select your level of proficiency based on the following descriptions: Advanced: A person with this level of skills is able to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements; a wide range of graphic effects, and use advanced techniques for analyzing and manipulating data. Has full mastery of Macro commands and skills to tie the objects together into a cohesive system by using Macros and Visual Basic for Applications code. Makes interactive presentations by using hyperlinks and action buttons. Intermediate: A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. Understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel. Able to use complex query techniques, create efficient forms and reports, and create Macros to automate these forms. Makes interactive presentations by using hyperlinks and action buttons. Basic: A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup. Has the ability to enter and correct data, modify a workbook, format a worksheet, and use printing functions. Understands the different database concepts and structures and is familiar with data validation and is able to create a simple presentation in PowerPoint, run it, and print it. Entry Level: A person with this level of skills has the ability to open, create, save and modify documents in Word, send and receive email in Outlook and create spreadsheets in Excel. Format documents for printing, comfortable using the printer menu to preview documents. Has ability to change the font, the margins, inse
* Advanced
* Intermediate
* Basic
* Entry Level
* Not proficient
10
An unofficial copy of your college transcript is required along with your application. (Please scan your transcripts and attach to this application before submitting).
* Yes, I have attached a copy of my complete transcripts.
* No, I have not attached the required transcript. I understand that this may result in disqualification from the employment process.
* N/A (not applicable)
11
Which of the following language(s) are you bilingual and fluent? Select all that apply:
* English and Spanish
* English and Vietnamese
* English and Chinese
* English and Arabic
* English and Urdu
* English and Tagalog
* English and Other Language(s)
* None of the Above
Required Question
Agency Harris County
Address 1111 Fannin St
Ste. 600
Houston, Texas, 77002
Phone 713-###-####
Website