Executive Assistant, Access

Position Description

Harris County Public Health has earned the 2023 Best Place for Working Parents Business Designation.

About Harris County Public Health:

Harris County Public Health (HCPH) includes a network of more than 700 public health professionals working together to improve health outcomes for the third most populous county in the United States. HCPH provides a multitude of services such as medical and dental services, community programming, and health education for the approximately 2.3 million people in unincorporated Harris County. Through its core values of innovation, engagement, and health equity, HCPH strives to bring meaningful solutions to public health issues while keeping Harris County healthy and vibrant.

ACCESS (Accessing Coordinated Care and Empowering Self Sufficiency) Harris is a holistic, coordinated care delivery initiative for vulnerable populations that require the services and programs of the County safety net departments and Community Based Organizations. This initiative enhances care for these individuals by leveraging shared data, goals, and strategies from Harris County's safety net departments. The ACCESS Harris initiative relies on an integrated care-coordination model that works to improve outcomes for vulnerable individuals through a multi-interdepartmental disciplinary team or Coordinated Care Team. The desired outcome is to reduce burden of care, achieve system integration, improve client stability and self-sufficiency, and boos operational efficiency.

Under the direction of the ACCESS Harris Program Director, the ACCESS Harris Executive Assistant will provide administrative support for ACCESS Harris leadership, ACCESS Senior Manager, ACCESS Cohort managers, and/or Harris County Public Health (HCPH) Executive Leadership Team. The ACCESS Harris Executive Assistant will be responsible for handling all the office-related affairs to ensure smooth and efficient operations and continuous quality improvement.

This is a grant funded position.

Duties & Responsibilities:

• Provides executive office support to the Division Director and leadership staff; Serves as primary liaison/point of contact for the department and internal/external stakeholders; Communicates effectively at a high-level; Ensures the highest level of discretion in providing a comprehensive range of executive assistant support

• Effectively manages calendar including scheduling appointments, meetings, travel arrangements and independently resolving conflicts; Coordinates activities and special department functions as assigned by the Division Director.

• Assists in the preparation and review of correspondence, reports, presentations (e.g., PowerPoint, Canva, etc.), speeches, articles, and other work of the Division Director to ensure timeliness, appropriateness, and aesthetic quality. Responsible for coordinating administrative support activities within ACCESS including standardization of activities & procedures (e.g., court letters, Request for Court Action, etc.)

• Coordinates and makes timely travel arrangements, maintains travel itinerary, prepare and process travel documents, prepares travel expense forms (i.e., P-Card)

• Composes, types, proofreads, and distributes memos, letters, & emails as well as any other documents and/or publications; Updates and revises various policies, lists, and charts. Maintains department directory and distribution lists for department. Prepares key documents for signature, comments, decision, or action; Organizes and prepares relevant briefing or background materials for meetings

• Provides superb customer service and relationship building with HCPH, all county departments, and all community-based partners; Establishes and maintains effective working relationships with Harris County management and support services personnel and the public in carrying out sound administrative and procedural policies; Assists with both on-boarding and off-boarding of personnel.

• Records, transcribes, and distributes meeting agenda, minutes, and follow up as assigned; Orders office supplies, maintains inventory, and handles requests for supplies; Creates and tracks purchase orders in PeopleSoft/STARS enterprise resource planning system

• Maintains an organized filing system for each program, appropriately files materials in a timely manner, and retrieves filed materials as requested; Maintains paper and electronic files for storing the various information pertaining to the ACCESS program

• Organizes and manages the flow of work in and out of the Director's office;Coordinates with Finance on expense-related questions and other support services for operational and logistical needs. Create payment request for department-related expenses

• Other duties as assigned.

Harris County is an Equal Opportunity Employer

https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@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:

• High school diploma or equivalent

Experience:

• At least seven (7) years of experience in supporting C-Suite Executive or Director level

Knowledge, Skills & Abilities:

• Advanced Knowledge in MS Office Suite (Word, Excel, PowerPoint, Outlook)

• Excellent communication skills (verbal & written)

• Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment

• Ability to maintain confidentiality when dealing with sensitive information

Core Competencies:

Organizational Leadership

• Understands the organizational mission

• Understands ethics and public good; is concerned with public trust

• Demonstrates respect for the opinions and beliefs of others

Collaboration

• Contributes to an inclusive workplace where equity, diversity, inclusion, and individual differences are valued and leveraged to achieve the vision and mission • Demonstrates a sense of responsibility for the success of the group

• Collaborates with others to improve quality and address needs

Innovation

• Ability to adapt to change

Interpersonal Abilities/Personal Characteristics

• Treats others with courtesy, sensitivity, and respect

• Behaves in an honest, fair, and ethical manner

• Assesses and recognizes own strengths and weaknesses

• Uses sound judgment

• Self-motivated

• Organizes and maintains work environment to allow for maximum productivity

Communication

• Communicates clearly and effectively, both orally and in writing

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.

General Information

Position Type, and Typical Hours of Work:

• Full-Time | Grant Funded

• Monday - Friday

• Hours may vary based on the business needs of the department but may be required to work long and irregular work hours in circumstances of public health emergencies or to meet departmental deadlines.

Work Environment:

• This job operates in a professional office environment.

• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

• This is primarily a sedentary position.

Physical Requirements:

• This is a largely sedentary role; however, some duties would require the ability to lift 20 pounds and bending and standing for periods at a time.

Work Location:

• Harris County Public Health (1111 Fannin, Houston, 77002)

Employment may be contingent on passing a drug screen and meeting other standards.

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:

https://benefitsathctx.com/

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 your verifiable experience in supporting C-Suite Executive or Director level? (To be considered, qualifying experience must be documented in your application's employment history)

• Less than seven (7) years

• Seven (7) years or more

• I do not have this experience

03

Please provide details about your verifiable experience in supporting C-Suite Executive or Director level. Do not use "Please see Resume" or "See Resume" (To be considered, qualifying experience must be documented in your application's employment history) Please 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.]

04

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, insert or delete pages and use the built-in spellchecker and grammar check.

• Advanced

• Intermediate

• Basic

• Entry Level

• Not proficient

Required Question

Agency Harris County

Address 1111 Fannin St

Ste. 600

Houston, Texas, 77002

Phone 713-274-5445

Website https://www.governmentjobs.com/careers/harriscountytx