Overview
Administrative Assistant Jobs in Tomball, TX at HCA Houston Healthcare Tomball
Date Opened: Wednesday, January 29, 2025 12:00 AM
Close Date: Saturday, February 15, 2025 12:00 AM
Department: Charlotte Communications Department
Salary: $63,605.87 – $79,507.34 Commensurate with Experience
SUMMARY
The Mayor and City Council Specialist will be assigned to the Office of Constituent Services and is responsible for providing administrative support to members of Charlotte City Council, special projects and additional administrative assignments as needed. The ideal candidate must be very detail-oriented, responsive, organized, and efficient and have excellent customer service skills.
The Office of Constituent Services shall perform only duties to assist a council member in performing the council member’s official duties.
Administrative
Effectively manage schedules for assigned City Council members, ensuring their calendars are up-to-date and they are informed of upcoming meetings/events, validate the relevancy of meetings and providing supplemental background information on the meeting topics and key meeting attendees
Coordinate, arrange, and confirm assigned meetings and travel/other arrangements for City Council members
Receive and screen visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment
Review and determine the priority of and route assigned incoming correspondence including email and mailed letters and invitations, then respond
Provide back-up support to team members and performs other related secretarial duties as needed including the floor ambassador
Analyze complex administrative problems and prepare recommendations with a high level of discretion
Complete special projects and additional administrative support assignments as needed
Provide weekly highlights of the following week’s schedule for assigned City Council members
Track travel expense for assigned City Council members
Provide technology support to assigned City Council members and requests in partnership with I&T
Obtain signatures from council members for various documents
Collect and disseminate mailed letters and invitations
Research, collect and create public records request reports
Through council emails and obtaining council’s city cell phone and pulling text messages for public records requests.
Cover council business, strategy and zoning evening meetings for dinner support through a rotating schedule
Constituent Relations
Enter all constituent information/service requests into the customer relationship management software system, track the progress of service requests and provide updates on services requests on a routine basis to City Council members
Plan Town Halls, district and other community events then provide onsite support i.e. guest check-in and event set up
Minimum Qualifications
Associate degree and three (3) years of related experience or a bachelor’s degree and One (1) year of related experience
Experience
Proven ability to work as a team member and with diverse workgroups, various departments, (or independently) and follow up with all colleagues
Office administrative practices and procedures; principles and practices of sound business communications
Advanced Microsoft Office skills (Excel, Word, PowerPoint)
Knowledge, Skills and Abilities
Excellent organizational, interpersonal, and written/oral communication skills
Demonstrated ability to establish and adhere to priorities and multitask in a fast-paced environment
Positive attitude and supportive, team-based approach
Non-political and can serve all political parties
Ability to interact on a professional level with City staff and City Council members
Ability to set work priorities and meet deadlines
Schedule flexibility allowing for occasional assignments on weeknights and weekends
Ability to maintain highly sensitive and confidential information; set priorities and takes initiative and exercise sound independent judgment within the areas of responsibility, and establish and maintain effective working relationships with public officials, organizations, departments and teammates
Adapt to and manage rapidly changing priorities to meet the needs and expectations of elected officials, executives, and staff
Physical and Sensory Requirements
A candidate must be able to:
Sit for long periods of time at a desk to work at a compute
Talk to guests and callers
Hear callers and guests
Use hands and fingers to operate a computer, telephone, access files, printer and other office machinery
Move around to different rooms and offsite locations for meetings and site visits
Evaluate information that is highly sensitive and practice sound judgement
Read and comprehend emails, materials, letters, invitations and more then determine how council should reply
CONDITIONS OF EMPLOYMENT
The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.
Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.
Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.
The City of Charlotte is an Equal Opportunity Employer.
HOW TO APPLY
Apply online.
Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.
You are welcome to visit the City of Charlotte Human Resources Department lobby where we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.
For questions about your application or the hiring process, please email
[email protected]
.
The City of Charlotte is committed to making the job application process accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modification will be provided. To make a request, please email
[email protected]
, call 704-962-6168, or visit us in person at
700 4th St., Charlotte, NC 28202
.
BENEFITS
The City of Charlotte provides a comprehensive benefits package to all employees.
The City of Charlotte is a drug and alcohol-free workplace.
Title: Administrative Assistant
Company: HCA Houston Healthcare Tomball
Location: Tomball, TX
