OFFICE ADMINISTRATOR PUBLIC SAFETY

Location
Houston, TX
Posted
Jan 15, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Security Sensitive Position?:

Yes

Hours of Work:

8:00 AM - 5:00 PM M-F

Posting Number:

TSU202375

Official TSU Title:

OFFICE ADMINISTRATOR PUBLIC SAFETY

Grant Title:

N/A

Job Description Summary / TWC Summary:

Under general supervision conducts clerical duties, including filing, answering phone calls, responding to emails and preparing overtime/special event documents. Makes sure personnel files are updated. Keeps stock of office supplies and place orders when necessary.

Essential Duties Summary:

•Handles confidential and sensitive information.
•Develops and implements organized filing systems.
•Plans and schedules appointments and events.
•Processes mail and packages for shipping and receiving.
•Processes paperwork the department, scan documents and reports for files.
•Maintains and orders office supplies and inventory.
•Prepares and maintains reports, leave and personnel records, and related files for the department.
•Functions as the department timekeeper. Processes payroll bi-weekly, gather and tabulate time records for employees daily.
•Responsible for or assists with the coordination of agency functions, i.e. trainings, meetings, etc., to include sending out notices, reminder phone calls and preparation of agendas and meeting minutes.
•Answers telephone in a courteous and professional manner, address questions and transfers calls appropriately.
•Ability to perform clerical duties, i.e. filing, data entry, faxing, using office equipment, etc.
•Log and track equipment use, inventory and maintenance records.
•Creates and maintains interoffice forms and records.
•May be required to maintain office supplies and equipment.
•Assists with ad hoc office projects.
•Familiar with protocols in general and a specific knowledge of the university current operational protocols.
•Assists in organizing activities of the department, staff development, internship programs, awards ceremonies, etc.
•Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
•Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
•Performs other job-related duties as assigned.

% FTE:

1.0

Hiring Range:

$23.208620 - $29.0100

Education:

Associate’s degree (A.A.) or higher or equivalent – advanced education and training and/or certification a plus.

Bachelor’s Degree preferred.

Required Licensing/Certification:

N/A

Knowledge, Skills, and Abilities:

Knowledge of:
•Policies, procedures, and practices.
•Other job-related software and systems.
•Self-starter, once trained, must be capable of functioning with minimal direction or supervision.
•Reliable, detail-oriented, self-motivated, team player.
•Takes initiative with supervisors; provide confidential follow-up with Command Staff.
•MS Word, Excel, PowerPoint, and Adobe; Time Clock Plus, Kronos, internet and email (Outlook) – Tested proficiency (a plus).
•Pleasant demeanor

Skill in:
•Detail oriented.
•Multitasking and time management.
•Problem-solving and decision-making.
•Writing documents.
•Efficient interpersonal communication skills, both verbal and written mandatory.
•Hard working, detail-oriented, and committed to producing great end.
•Excellent organization, follow-up and multi-tasking skills.
•Excellent verbal, written and interpersonal communication skills.

Ability to:
•Effectively and efficiently use office equipment (e.g., telephone, printer, copiers, etc.)
•Must have the ability to proactively anticipate needs.
•Exceptional articulation and proof-reading proficiency.
•Must display a flexible attitude and have the ability to manage change.
•Must be both self-directed and a team player with a positive attitude.
•Must have ability to handle confidential reports and information with discretion.
•Use other job-related software and systems.

Work Experience:

N/A

Working/Environmental Conditions:

Routine office environment.

Sitting or standing in one location much of the time.

Some stooping, lifting or carrying objects light weight may be required.

Use of video display terminal.

Accountability – Demonstrates a commitment to and responsibility for accomplishing individual, team and business objectives.

Drive – Consistently achieves challenging goals/objectives, and demonstrates an ability to create value and maximize results, often under pressure.

Planning – Identifies business needs, problems and risks proactively, and develops well founded plans that specify strategies, actions/solutions, risk mitigates, and desired results.

Critical Thinking / Judgment – Commits to an action after developing alternative solutions that are based on logical assumptions and factual information and that take into consideration resources risks and organizational values.

Adaptability – Exhibits the capacity to successfully change and evolve one’s actions, opinions and behavior as a result of changing priorities or environment.

Communication Skills – Proactively communicates in the appropriate medium with clarity and focus at the right level to ensure delivery has the appropriate impact.

Position End Date (if temporary):

12/14/2020

UA EEO Statement:

It is the policy of Texas Southern University to provide a work environment that is free from discrimination for all persons regardless of race, color, religion, sex, age, national origin, individuals with disability, sexual orientation, or protected veteran status in its programs, activities, admissions or employment policies. This policy of equal opportunity is strictly observed in all University employment-related activities such as advertising, recruiting, interviewing, testing, employment training, compensation, promotion, termination, and employment benefits. This policy expressly prohibits harassment and discrimination in employment based on race, color, religion, gender, gender identity, genetic history, national origin, individuals with disability, age, citizenship status, or protected veteran status. This policy shall be adhered to in accordance with the provisions of all applicable federal, state and local laws, including, but not limited to, Title VII of the Civil Rights Act.

Manual of Administrative Policies and Procedures

Open Until Filled (overrides close field) :

Yes

Special Instructions to Applicants:

Open to all applicants.