Executive Administrative Assistant

Job Description Executive Administrative Assistant (Confidential) Location Wilmington, DE (Downtown area) :

SUMMARY OF POSITION:

The Wilmington Housing Authority, a public, non-profit, federally assisted agency, provides decent, safe and sanitary housing in a businesslike manner with concern for the quality of life for residents. The Authority's clients include low-income families, elderly and disabled individuals.

The Housing Department plans, implements and directs all Housing programs and operations. The department develops and implements both the long-term visionary and short-term operational priorities of the Housing division.

WHA's great employee benefits include, but not limited to - Free medical, dental and vision insurance for the employee and there entire family; 14 paid holidays annually; 5% pension contribution with immediate vesting; and much more

RESUME AND COVER LETTER REQUIRED

SUMMARY: TheExecutive Administrative Assistant provides Confidential assistance to the Development Department in the analysis, development, planning and implementation of all programs to improve and automate management operations. The incumbent will assist the Development Department in the development of strong internal controls that include quality assurance, prepare statistical reports, type letters, memoranda internal/external communications, program and company administrative policies, operational procedures to promote a high-performance rating, as well as good employee relations and morale.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Type complex and official letters, memoranda, forms, statistical reports, and specifications for renovation work.
• Takes pre-bid and contract signing meeting minutes
• Enters requisitions in procurement system
• Assist with processing purchase orders
• Maintains contracts and vendor files
• Establishes and maintains filing systems and maintains various logs; Performs data entry for file maintenance using the Microsoft Office Suite.
• Performs special projects of a complex nature for Department staff such as designing special forms, maintaining a directory of all department employees, etc.
• Maintains new vendor lists and ensures proper document filing of vendor qualifications.
• Photocopies material for distribution.
• Schedules meetings, appointments and reservations as needed.
• Delivers time sensitive documents.
• Attends meetings, which may be outside normal working hours; transcribes and records meeting notes.
• Assists in the preparation of reports and special projects for department staff.
• Maintains a safe work environment and exhibits safe work practices.
• Pursue personal development of skills and knowledge necessary for the effective performance of the role. Attend training to further develop relevant knowledge, techniques, and skills.
• Performs other related duties as required.
• Flexibility to work outside normal business work hours, as required.

§ Assists with planning, developing, monitoring, and administering all Publ.

§ At the direction of the Executive Office, assists in preparing policy and procedures manuals for major programs, if they do not exist or enhancing current policies and procedures.

§ Assists with the preparation and distribution of the WHA's Annual Report.

• Pursue personal development of skills and knowledge necessary for the effective performance of the role. Attend training to further develop relevant knowledge, techniques, and skills.
• Performs other related duties as required.
• Flexibility to work outside normal work hours, as required.

MEASUREMENT:

• Timely and accurate payables processing and reporting at or above 98%.
• Timely and accurate technical letters, forms and reports.
• Follow-up on all inquiries within one business day.
• Timely and accurate filing and maintaining logs at or above 98%.

§ Maintain 100% confidentiality of Development Office business matters.

TEAMWORK:

• Demonstrate and promote a spirit of cooperation and teamwork throughout the organization.
• Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively.
• Improve personal performance on a continual basis.

CUSTOMER SERVICE:

• Provide responsive, professional, and diplomatic customer service.
• Answer customer calls and correspondence quickly and pleasantly.
• Communicate with internal customers and residents in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term relationships.
• Immediately address any internal customers and residents' concerns and request the involvement of other personnel as required. Notify manager of any major concerns and the action taken to resolve.

SAFETY:

• Use and promote safe work practices in the office and in the field.
• Follow all company safety programs and report any non-compliance to your manager.
• Notify manager or safety personnel of any unsafe conditions.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Associates degree in Business or Public Administration or related field required.
• Five years' experience in a highly professional position in management and administration.
• Five years' experience in technical writing, in the development of strategic plans and in the analysis of organizations and the application of principles of management.

COMPUTER SKILLS:

• Expertise with 365 MS Office Suite

CERTIFICATES, LICENSES, REGISTRATIONS: None.

LANGUAGE SKILLS:

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers and the general public.

MATHEMATICAL SKILLS:

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Working 37.5 hours/week, scheduled in 7.5 hour shifts.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone.
• The employee frequently is required to sit.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is occasionally required to bend, carry, and kneel.
• The employee may occasionally lift and/or move up to 25 pounds.

OTHER REQUIREMENTS:

• Demonstrated knowledge of financial management and general supply operations.
• Extensive knowledge of public housing authority operations.
• Thorough knowledge of principles and practices of effective management.
• Extensive knowledge of general administrative practices to include preparation and execution of budgets, personnel, and financial management.
• Ability to perform analysis of operations, prepare reports and presentations.
• Ability to analyze policies and procedures and identify opportunities for improvement in operations and management.
• Ability to establish long- and short-range goals and monitor progress to their completion.
• Ability to train others in the establishment of long- and short-range goals.
• Ability to work effectively with WHA employees and residents.
• Ability to read and interpret policy manuals.
• Ability to plan and implement verbal instructions.
• Ability to effectively express ideas orally and in writing.
• Ability to maintain effective working relationships with WHA personnel, government and private officials, residents, and the public.
• Professional appearance
• Mobility within the office
• Willing to travel locally as required
• Able to prove U.S. Employment eligibility
• Ability to pass drug screening

This position is NOT a union position.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person