Admin Assistant 4

Join an organization that values it's community and employees! 

The purpose of this senior-level position is to perform highly diversified and advanced administrative, analytical, and coordination duties in support of the Taxpayer Liaison Officer (TLO), executive leadership, and the Board of Directors within a Texas Appraisal District. This role requires exceptional accuracy, professional judgment, and leadership capability. The incumbent serves as a subject-matter expert within the division, providing guidance, mentorship, and, when appropriate, supervision to staff across varying skill levels. The position regularly engages with internal departments, executive leadership, external stakeholders, and the public to ensure transparency, compliance, and the effective resolution of taxpayers’ concerns. The ability to interpret complex information, prepare executive-level reports, and communicate effectively is critical to success.

Education/Technical Requirements & Position Specific Responsibilities

EDUCATION REQUIREMENTS

• High school diploma or equivalent required
• Associate degree or some college coursework in business administration, public administration, or related field preferred

WORK EXPERIENCE

•  10+ years of progressively responsible administrative or governmental experience
•  Experience supporting executive leadership, boards, or regulatory environments preferred

Job Responsibilities

This information is intended to describe the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

General Responsibilities (Broad responsibilities that are consistent across job families)

• Receive, screen, and direct phone calls, emails, and correspondence
• Prepare, edit, and produce high-level documents, spreadsheets, presentations, and reports
• Manage confidential files, including scanning, filing, and records retention in compliance with policies
• Coordinate meetings, schedules, and departmental initiatives with internal and external stakeholders
• Prepare and distribute agendas, minutes, and executive-level materials
• Monitor office operations, including equipment maintenance and supply inventory
• Process requisitions and maintain an adequate inventory of office supplies
• Support special projects and strategic initiatives
• Provide training, mentorship, and guidance to less experienced staff
• Ensure daily operations align with established policies, procedures, and objectives
• Perform other duties as assigned

POSITION SPECIFIC RESPONSIBILITIES (Division-specific responsibilities)

Taxpayer Liaison Office:

• Serve property owners, the general public, and internal departments with professionalism, courtesy, and empathy
• Manage incoming correspondence and inquiries directed to the Taxpayer Liaison Officer and Deputy Taxpayer Liaison Officer
• Maintain comprehensive logs of complaints, inquiries, and resolutions to ensure full accountability and response tracking
• Conduct detailed property and account research on behalf of executive leadership and the Board of Directors
• Prepare and coordinate the Appraisal Review Board (ARB) member selection process, including application review, scheduling, and onboarding
• Coordinate the administration of oaths of office and provide notary assistance for ARB members
• Prepare monthly and ad hoc reports for the Board of Directors summarizing complaints, resolutions, and operational metrics
• Maintain detailed documentation of all case resolutions, including processes and outcomes
• Investigate and analyze account discrepancies and coordinate corrective actions
• Manage and respond to submissions through the TLO Service Desk Portal
• Respond to complaints with a high degree of professionalism and ensure timely resolution
• Collaborate with internal departments, including legal and appraisal divisions, to resolve complex issues
• Prioritize workload to ensure timely and effective resolution of all assigned matters
• Ensure accurate and complete documentation of all work within the TLO tracking system

Position Qualifications & Requirements

 KNOWLEDGE:

• Appraisal District operating, policies, procedures and practices
• Texas property tax processes and regulatory framework
• Advanced word processing, spreadsheet, and presentation software
• Research methodologies and written communication appropriate for Board interface
• Customer service and public interaction

SKILLS:

• Analytical thinking and problem-solving
• Strong organizational and time management abilities
• Advanced data entry and document management
• Excellent written and verbal communication
• Ability to manage multiple priorities in a high-volume environment

ADDITIONAL REQUIREMENT

• Applicants must demonstrate a strong and reliable attendance history with minimal unscheduled absences.

WORKING CONDITIONS

Positions in this class typically require repetitive motions, sitting or standing for prolonged periods of time in an office setting. 

PHYSICAL & MENTAL REQUIREMENTS

Positions in this class typically require repetitive motions, walking, talking and hearing. Must be able to sit or stand for extended periods of time with ability to reach, bend and move up/down on steps. Must be able to lift up to 50-pounds. The position requires considerable concentration, creativity and ability to manage time effectively. The position is subject to stress caused by a changing public environment, mandatory deadlines and heavy workload. Positions are in a division specifically designed to support the Board of directors and research property owner/agent questions and complaints.  Some inquiries may originate with members of the HCAD Board and local elected officials on behalf of constituents. Requires the ability to ask questions that will bring forth the information needed to make sound decisions.

Equal Opportunity Employer

The Harris Central Appraisal District is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic,
including but not limited to an individual’s sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.