Summary
THIS POSTING MAY CLOSE AT ANY TIME
The Executive Assistant provides a wide variety of strategic, advanced management support and superior administrative services to the Medical Examiner’s Office as well as members of the Executive Team in a fast-paced, high-profile, and dynamic environment that is ever-evolving to stay in stride with changes in the Medical Examiner’s Office.
The Executive Assistant handles problems that may arise with the public and law enforcement agencies within Tarrant County, which includes municipalities and law enforcement agencies. The position requires the use of sound critical thinking and independent judgment, exercising professional discretion and confidentiality.
Acts as liaison for the Chief Medical Examiner with Justices of the Peace for non-jurisdictional cases by supporting public relations efforts with JPs for contracts outside of Tarrant County. Assists in educational activities and research projects as directed by the Chief Medical Examiner. Attends meetings with Chief Medical Examiner as directed or where necessary.
Tarrant County employees enjoy superior health, retirement, and insurance benefits.
For more information, please click on the link below:
http://www.tarrantcounty.com/en/human-resources/employee-benefits.html
Essential Duties And Responsibilities
- Ensures effective and efficient operation of the Chief Medical Examiner’s daily schedule. Makes independent judgment calls in absence of the Chief Medical Examiner based on knowledge, experience, and office policy and maintains confidentiality. Ensures compliance with applicable laws, statutes, regulations, and policies as they relate to actions directed by the Chief Medical Examiner.
- Conducts research for the development of executive initiatives and policy directed by the Chief Medical Examiner that include but are not limited to investigation and examination trends and best practices, planning processes and initiatives, and other analysis as directed. Researches and coordinates special projects with department heads and staff, organizations, and individuals.
- Acts as a liaison between the Chief Medical Examiner, Executive Team, elected officials, civic leaders, department heads, law enforcement agencies, funeral homes, physicians, State and Local Bureaus of Vital Statistics, various news media outlets, families of decedents, non-jurisdictional counties, and the general public, and all phases of government. Interacts with, advises, directs problem resolution, assists, and provides information on behalf of the Chief Medical Examiner relating to inquiries from elected officials, other departments, government agencies, law enforcement agencies, news media, the general public, and all non-jurisdictional counties interacting by phone, email correspondence, or in-person visits to assist in resolution of questions or concerns or follow-ups to examinations/investigations. Conduct facility tours for outside agencies and dignitaries.
- Performs administrative and executive secretarial duties for the Chief Medical Examiner and Executive Team including maintaining executive calendars, scheduling appointments, and speaking engagements, creating presentations and handouts, attending meetings, and taking meeting minutes. Coordinates travel and training arrangements and reimbursements for the Chief Medical Examiner.
- Coordinates and oversees planning and implementation of special events, functions, forums, trainings, and meetings initiated out of the Medical Examiner’s Office. Secures event location within or outside of County offices; schedules and invite attendees; and facilitates room setup, audiovisual needs, registration, food and refreshments, speaker presentations, handouts, travel, parking, etc. Monitors funds and budget for function.
- Prepares letters, emails, research materials and reports relating to activities, correspondence, and special programs provided by the Chief Medical Examiner’s Office. Edits, reviews, and compiles written reports and presentation materials for the Chief Medical Examiner.
- Serves as “first contact” for many phone calls and walk-ins from the general public, directing them to the proper departments and contacts that meet their needs. Responds to difficult situations involving irate and hostile individuals; troubleshoots and collaborates to resolves basic problems and issues that arise.
- Attends special meetings as needed to provide follow-up and requested information on items pertaining to the Commissioner’s Court, special meetings and programs, board and commission directives, and law enforcement meetings. Provides assistance in order to record agenda and minutes of proceedings of meetings as needed. May attend meetings, provide staff support, and maintain records for Medical Examiner’s special meetings, law enforcement agencies, and other boards or commissions as needed.
- Processes applications for Continuing Medical Education or CME with the National Association of Medical Examiner’s. Verifies the applications meet all parameters set by state law and guidelines. Maintains CME documentation and files and completes state-required forms to receive CME credit for the office-sponsored CME. Arranges travel and accommodations for Chief Medical Examiner and/or speaker.
- Attends meetings within the County and represents the Medical Examiner’s Office at community meetings.
- Assists in the recommendation, administration, and monitoring of the Medical Examiner’s Office budget.
- Performs all other related duties involved in the operation of the business as assigned or required.
If hired, you must provide proof of educational attainment at new hire processing
Tarrant County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudication in the past seven years and may include credit reports, motor vehicle records, employment records and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.
Minimum Requirements
NOTE: YOU MUST FILL OUT THE WORK HISTORY and EDUCATION SECTIONS OF APPLICATION TO SHOW YOU HAVE YEARS OF EXPERIENCE/EDUCATION AS REQUIRED BY HIRING DEPARTMENT OR BE DISQUALIFIED.
EDUCATION
To apply, must have a
Bachelor’s degree or higher
+ Three (3) full time years of office management, executive or administrative assistant, or related experience required.
-
OR-
To Apply, must have an
Associate's degree
+ Five (5) full time years of office management, executive or administrative assistant, or related experience required.
- OR- To Apply, must have a High School degree + Seven (7) full time years of office management, executive or administrative assistant, or related experience required.
Must obtain American Board of Medicolegal Death Investigations (ABMDI), Texas Commission on Law Enforcement (TCOLE), the National Association of Medical Examiner’s (NAME), and the American Academy of Forensic Science (AAFS) certifications within 6 months of hire.
Must know medical terminology and transcription with PC experience.
Must have experience in development of a course of instruction and classroom presentations.
Must have e xperience in public speaking.
Must have strong customer service skills, decision making skills, and the ability to exhibit initiative, follow-up, and follow through with commitments. The ability to support and work in a team environment is a requirement.
Must have strong analytical writing skills to articulate complex ideas clearly and effectively and experience creating and presenting documentation and management reports are required.
Strong oral communication skills are necessary.
Must possess strong organizational and business/office management skills and knowledge of personal computers, word processing, publishing, web-based, and spreadsheet software as well as other office equipment.
Must have strong communication, customer service, and public relations skills; knowledge of business English; and the ability to communicate effectively verbally and in writing.
Ability to effectively deal with elected officials, County employees, law enforcement agencies, and the general public.
Must have the ability to work under pressure, multi-task, and adapt in a fast-paced, high-profile environment.
Physical Demands And Work Environment & Other Requirements
While performing the duties of this position, the incumbent is regularly required to bend, carry, climb stairs, grasp/squeeze, hear, keyboard, kneel, lift below the waist, lift between waist and shoulder, lift overhead, lift to the side/twist, tolerate noise, pull, push, reach, reach overhead, perform repetitive tasks, see color, see near, sit, stand, stoop, talk, twist, use his/her hands, walk, work alone and with others, and work overtime. Potential exposure to inclement weather, violence from client families and bystanders, rough terrain, decomposed bodies, debris from burned structures, and body fluids associated with scene responses for the Chief Medical Examiner. Scenes present unpredictable circumstances that occur in random fashion at any time of the day or night. Must be able to respond to emergency situations that may include the use of physical force to defend oneself or others. May be exposed to possible chemical hazards. May encounter bio-hazard exposures from various sources to include deceased human remains, blood, and tissue samples. May be required to demonstrate and pass requirements set for in agency Respiratory Protection Program involving the use of appropriate Personal Protective Equipment (PPE).