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Executive Assistant

4 months ago

Harrisburg, United States HR Resolutions Full time
Job DescriptionJob DescriptionHousing Authority of the County of Dauphin
Executive Assistant

About the Company:

The Housing Authority of the County of the Dauphin was established in 1959 to serve Dauphin County residents. It operates 725 units of public housing and provides over 1,100 Housing Choice Vouchers.  The mission of the Housing Authority of the County of Dauphin is to provide eligible families with safe, decent, and affordable housing opportunities as they strive to achieve self-sufficiency and improve the quality of their lives.

For more information of the Housing Authority of the County of Dauphin, please visit our website at www.dauphinhousing.org

This is a full-time opportunity and is located fully on-site in Steelton, PA.

About the Role:

The primary purpose of this position is to supervise and support all administrative duties in the office and ensure that the office is operating smoothly, as well as perform a wide variety of administrative assignments for the Executive Director and the Deputy Executive Director of the Housing Authority of the County of Dauphin.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.
  • Provide direct administrative support to the Executive Director, including but not limited to preparing and reviewing correspondence, forms, requisitions and similar papers for the signature.
  • Coordinate and support all administrative duties in the office and ensure that the office operates efficiently and smoothly.
  • Compose correspondence on a variety of assigned subjects, including adjustment of complaints or supplying information related to Housing Authority policies or procedures.
  • Assist in finding replacement staff to cover the duties when the receptionist is unavailable, including covering the position themselves when necessary.
  • Collect and organize material for preparation of the monthly Board Meeting Agenda.  
  • Attend Board Meetings for the purpose of taking and transcribing the minutes of the meeting. 
  • Following Board meetings, prepare personnel letters and gather information for next month’s Board meeting.
  • Responsible for maintenance of the filing and personnel records in the executive office of the Housing Authority. Completes required paperwork for new hires and separations.
  • Responsible for delivering orientation to new hires and ensuring required onboarding tasks have been completed.  
  • Create and document new access fobs.
  • Order office supplies, maintain office equipment in working order, and work with vendors to carry out repairs when required.
  • Maintain and improve office efficiency by planning and implementing office systems, layouts and equipment procurement.
  • Plan in-house, off-site activities such as parties, celebrations, and events.
  • Motivate, mentor, and coach staff.

EDUCATION AND/OR EXPERIENCE:
  • High school diploma or equivalent required.
  • Associates degree in Business Administration or related subject preferred.
  • Minimum of 4 years related experience with proven success in an administrative role.
  • Previous government experience is preferred.
  • An equivalent combination of experience and education may be considered.

REQUIRED SKILLS:
  • Must be highly organized, detail oriented and thorough in completing work tasks.
  • Must be self-motivated and able to work independently.
  • Ability to maintain effective working relationships with coworkers, community and corporate leaders, County departments and Board members.
  • Ability to motivate and encourage individuals.
  • Intermediate proficiency with Microsoft Office (MS Word and Excel).
  • Must have the ability to learn other computer software programs as required by assigned tasks.
  • Must have the ability to maintain strict confidentiality of information.
  • Requires the ability to analyze information to prioritize work and use logic to address work-related issues and problems within the office.
WORK ENVIRONMENT:
  • Functions primarily in an office environment.
  • Work requires the ability to sit or stand throughout the workday.
  • Position requires use of fingers, hands, and arms on a consistent basis for computer and phone work.
  • Position requires the ability to talk and hear.
  • Good vision skills (with or without correction) are required.
  • The employee must occasionally transport up to 30 pounds.

We offer a comprehensive benefits package including:
  • Medical and rx coverage for employee and dependents paid by the Authority
  • Retirement account funded by the Authority at 10% of salary (no matching required)
  • Vision/Dental coverage for employee and dependents
  • Annual/Sick/Personal Paid Time Off
  • Life Insurance paid for by the Authority
Employment is contingent upon successful completion of a background check and pre-employment drug screening.

HACD is an Equal Opportunity Employer

We look forward to reviewing your application
 

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