Institute for Building Technology and Safety

  • Administrative Assistant - Disaster Recovery Program

    Posted Date 6 months ago(7/12/2018 11:51 AM)
    Job ID
    # of Openings
    Job Locations
    Disaster Recovery
  • Responsibilities

    The Administrative Assistant will perform various clerical and administrative tasks to support the IBTS offices and disaster recovery activities.  In order to be successful, this individual will function as a vital member of the team, provide excellence in support and services to internal and external customers, and possess a demonstrated ability to effectively and efficiently multitask with a high degree of accuracy, professionalism, and timely completion of duties.  Individual will be available and flexible to travel between and/or work out of two different office locations within Harris County, on an as-needed basis. 


    Job Responsibilities: 

    • Performs duties independently and exercises a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.
    • Records and documents activities related to the progress of the CDBG DR program for future discussions.
    • Assists with CDBG Section 3 and MWBE reporting.
    • Successfully complete training in CDBG DR (Community Development Block Grant-Disaster Recovery Program)
    • Have well-developed skills in administration and organization, written and verbal communication, interpersonal relationships, multi-tasking and problem solving, and computer literacy (MS WORD, EXCEL, POWERPOINT etc.)
    • Assist in developing the monitoring letters and tracking all monitoring results.
    • Responds to requests for information; may require interpretation of department rules and regulations.
    • Independently composes and types correspondence for signature of supervisor regarding administrative matters, office policies, or programs.
    • Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.
    • Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.
    • Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
    • Provides services related to purchasing, travel arrangements, and scheduling.
    • Performs administrative functions such as payroll preparation, travel reports, supply requisitions, etc.
    • Answers the telephones and routes call to the correct person or takes a message.
    • Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc. from rough draft, dictation, dictating machine or instructions.
    • Types materials that involve knowledge of CDBG DR terminology.
    • Attends meetings and transcribes minutes.
    • Proofs typing results for typographical errors, spelling, punctuation and format accuracy.
    • Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.
    • Serves as liaison between supervisor and staff members.
    • Assesses importance of issues or conflicts, and briefs supervisor.
    • Other duties as assigned.


    Minimum Qualifications:

    • 2 years of experience in which similar administrative/clerical work was a major portion of the role and duties.

    Other Requirements:

    • Ability to travel between and work out of two different offices within Harris County. Commute time between the offices could be up to two+ hours in duration one-way;  mileage reimbursement would apply.
    • Must have own vehicle for travel between offices.


    Language Skills:

    • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
    • Ability to write routine reports and correspondence.
    • Ability to speak effectively before groups of customers or employees of organization.


    Special Requirements: 

    • Must consent to and pass criminal records background check.

    Physical Demands

    The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job, which include, but are not limited to:

    • Sitting for prolonged periods of time, walking, standing, bending, repetitive motion of hands/fingers, grasping with hand(s).
    • Overtime may be required to meet project deadlines.
    • The employee must occasionally lift and/or move up to 10 pounds.


    Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities and work hard to maintain a culture that values our employees. 


    The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization that was established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


    IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


    We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce.


    Explore the opportunities!


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