Administrative Skills, Budgeting, Calendar Management, Catering Services, Computer Workstations, Conference Management, Cost Effectiveness Analysis, Customer Escalations, Customer Relations, Email Technology, Emergency Management, Equipment Maintenance/Repair, Expense Tracking, Facilities Management, Facilities and Maintenance, High School Diploma, Leadership, Mail Processing, Multitasking, Negotiation Skills, Office Equipment, Office Management, Onboarding, Operations, Operations Management, Performance Analysis, Performance Goal Setting, Performance Reviews, Plan Meetings, Problem Solving Skills, Process Development, Project/Program Coordination, Request for Information (RFI), Resource Management, Staff Training, Strategic Planning, Systems Analysis, Team Player, Time Management, Travel Planning
Location: Hattie Mae White
Department: Safety & Emergency Management Office
Area: District Wide
Contract Months: 12
Salary Range: $35,000.00-$50,000.00
Academic Year: 26-27
JOB SUMMARY
Assistant Office Manager 2 will ensure the smooth and efficient operations of the Safety and Emergency Management Department by providing administrative support. They will manage the daily operations/activities by coordinating ongoing projects, along with supporting the team. The role requires the ability to handle multiple tasks, while maintaining a productive work environment.
MAJOR DUTIES & RESPONSIBILITIES
- Oversee and coordinate office operations, including managing office supplies, equipment maintenance, and facilities management.
- Coordinate and schedule meetings, conferences, and events, including room reservations, travel arrangements, and catering.
- Manage office communication, including the phone system, emails, mail distribution, ensuring timely and accurate handling of all messages.
- Support the onboarding process for new employees, including police department background clearance, orientation, setting up workstations, and ensuring necessary resources are available.
- Maintain and update employee records, including contact information, leave requests, and performance evaluations, ensuring confidentiality and accuracy.
MAJOR DUTIES & RESPONSIBILITIES CONTINUED
- Complete payroll functions for the department, including serving as a backup to payroll operations for the crossing guard division, run weekly and monthly reports for senior leadership to monitor absence trends within the department.
- Develop and implement strategies to optimize office productivity and streamline administrative processes.
- Conduct regular assessments of office systems, workflows, and procedures, identifying areas for improvement and implementing changes as necessary.
- Collaborate with senior management to develop and execute the office's strategic plan, including goal setting and performance tracking.
- Assist with budget preparation and expense tracking, ensuring cost-effectiveness and adherence to financial and district guidelines.
- Other duties as assigned.
EDUCATION
High School Diploma or GED
WORK EXPERIENCE
1 to 3 years
General Administrative work experience.
Prefer some working knowledge of safety and emergency management in public education, although not required.
SKILL AND/OR REQUIRED LICENSING/CERTIFICATION
Microsoft Office
Office equipment (e.g., computer, copier)
LEADERSHIP RESPONSIBILITIES
No supervisory responsibilities. May provide occasional work guidance, technical advice, and training to staff.
WORK COMPLEXITY/INDEPENDENT JUDGMENT
Work involves the application of moderately complex procedures and tasks that are quite varied. Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an as needed basis.
BUDGET AUTHORITY
No budget development activity is required
PROBLEM SOLVING
n/a
IMPACT OF DECISIONS
n/a
COMMUNICATION/INTERACTIONS
works with others to resolve problems, clarify, or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.
CUSTOMER RELATIONSHIPS
Takes routine or required customer actions to meet customer needs. Responds promptly and accurately to customer complaints, inquiries and requests for information and coordinates appropriate follow-up. May handle escalated issues passed on from coworkers or subordinates.
WORKING/ENVIRONMENTAL CONDITIONS
Sitting: Particularly for sustained periods of time
Houston Independent School District is an equal opportunity employer.