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:
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Selects, supervises, and evaluates assigned staff
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Provides leadership and coordinate schedules and workflow for effective service delivery
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Provides for the training and motivation of subordinates in order to make full use of individual capabilities and to meet changing system demands
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Establishes work rules and performance standards, trains, coaches, evaluates performance, and initiates and implements disciplinary actions as warranted
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Provides high-level administrative support to the Executive Director and the Division Leadership Team of Harris County Public Library (HCPL)
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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
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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
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Performs and oversees the coordination of complex tasks and special projects assigned by the Executive Director and Division Leadership Team
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Coordinates and prepares reports and correspondence
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Main liaison and point of contact for the Executive Director department, both internal and externally
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Communicates effectively at a high level
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Managing confidential information with discretion and maintaining the utmost discretion while providing comprehensive executive assistance support
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Undertakes special project efforts assigned by the Division Leadership Team
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Assists departments in compiling, organizing, and presenting proposals to the Division Leadership Team
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Simultaneously manages multiple projects and activities between various divisions, County departments, public agencies, and private sector representatives
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Composes, types, proofreads, and distributes a variety of documents such as presentations, memos, letters, emails, and publications
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Updates and revises policies, lists, and charts; maintains the department directory and distribution lists
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Prepares key documents for signature, comments, decisions, or actions and organizes relevant briefing or background materials for meetings
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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
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Takes responsibility for coordinating administrative support activities within designated timeframes and according to established procedures, allowing appropriate review time from Division Director leadership
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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
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Delivers exceptional customer service and cultivates relationships with HCPL, county departments, and community-based partners
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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
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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
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Maintains a tickler file for meeting notices and daily reminders
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Efficiently handles appointments, meetings, travel arrangements, independently resolving conflicts
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Strategic planning; coordinating and organizing meetings and events
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Coordinates departmental activities and special functions as directed by the Executive Director and the Division Leadership Team, ensuring comprehensive support and organization
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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
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Records, transcribes, and distributes meeting agenda, minutes, and follow-up as assigned
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Manages office inventory through the PeopleSoft/STARS enterprise resource planning system, ensuring adequate supplies for departmental activities
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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
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Maintains an organized filing system for each program
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Appropriately files materials promptly and retrieves filed materials as requested
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Maintains paper and electronic files for storing the various information
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Coordinates with Finance on expense-related questions and other support services for operational and logistical needs
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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.
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Create payment requests for department-related expenses
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Other duties as assigned
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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
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.
Education & Experience:
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Twenty-four (24) semester units of college-level secretarial or business education may substitute for one (1) year of experience
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Four (4) years of progressively responsible professional administrative work experience in a professional office environment
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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
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Twelve (12) semester units of college-level secretarial or business education may substitute for six (6) months of experience
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Four and a half (4.5) years of progressively responsible professional administrative work experience in a professional office environment
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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
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Associate degree in Business Administration, Information Processing, Management, or a related field
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Five (5) years of progressively responsible professional administrative work experience in a professional office environment
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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
Additional Requirements:-
Available and reliable transportation for work-related duties
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Unofficial copies of transcripts are required along with the application
Knowledge, Skills & Abilities:-
Demonstrated administrative experience in principles, practices, and procedures
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Report development and presentation practices and procedures
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Public administration practices and local government issues
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Project management, principles, and methods
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Coordinate and facilitate effective meetings and public participation
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Ability to adapt to change and collaborate with others to improve quality and address needs
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Ability to maintain the highest standards of ethical behavior, exercising honesty and integrity, respect, confidentiality, and fairness in the execution of their official responsibilities
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Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
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Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment
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Ability to maintain confidentiality when dealing with sensitive information
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Understand the organizational mission
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Uses sound judgment and discretion to demonstrate a sense of responsibility for the success of the group
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Assesses and recognizes own strengths and weaknesses
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Self-motivated organizational skills to maintain a work environment that allows for maximum productivity
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Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
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Advanced skill in utilizing a personal computer and associated software programs with advanced knowledge in MS Office Suite (Word, Excel, PowerPoint, Outlook)
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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.
Position Type and Typical Hours of Work:
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Full-time | Regular – 40 hours a week
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Monday – Friday: This position is exclusively on-site, necessitating all duties to be performed in person at the Public Library Administration Location.
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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
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Paid Biweekly
Work Environment and Physical Demands:-
This job typically operates in a professional office environment.
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This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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At times, work can be performed in an outdoor environment and possible exposure to inclement weather or various temperature changes.
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There could be exposure to dangerous or aggressive/adverse populations.
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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: Division Director of Research and Development
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Supervises Positions: Project Management Executive Assistant
Work Location:
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.