Administrative Assistant-Property Operations

Summary

Under the supervision of the Chief of Housing and Programs Officer, the Administrative Assistant will provide comprehensive administrative services, including performing various secretarial and clerical duties related to maintaining and implementing the administrative functions of the Housing Authority within the department, division, or area of placement or designation. The incumbent will also coordinate inter-office systems and activities related to the secretarial functions.

All activities must support the HABD mission, strategic goals, and objectives.

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 administrative support to the Chief of Housing and Programs Officer, including but not limited to day-to-day scheduling, composing, typing/entering and proofing correspondence, making appointments, operating office equipment and automated systems, making policy and procedures readily available, receiving calls and greeting visitors, etc.

Establish and maintains a comprehensive filing system for HUD and other forms, including but not limited to reports, contracts, HUD regulations, financial data, etc. Develops and maintains, and updates confidential filing systems.

Compiles various data to incorporate into reports to establish a quick list of information, including but not limited to a summary of vacancies, occupancy preparations, maintenance work order status, procurement and contract information, etc.

Makes, receives, and directs telephone calls to and from HABD residents, employees, and the public. Resolves and routes client complaints, concerns, and problems to the appropriate individuals or departments.

Receives and distributes incoming mail and reviews and responds to incoming correspondences.

Answers telephone calls and handles resident questions and complaints.

Assists department staff with all clerical, filing, document creation, and processing.

Prepares an Excel spreadsheet with a list of staff members' sites and locations. Update spreadsheet and distribute to department heads accordingly as staff relocations take place.

Assists with scheduling and implementing departmental meetings and special events associated with the Property Operations Department.

Assists department staff with coordinating arrangements for training and travel.

Conducts and prepares routine correspondence and memorandums

Transcribes departmental meeting minutes, informal review meeting minutes, informal hearings meeting minutes, and public meeting notes held by the Authority.

Scans documents; organizes and files departmental data; provides documents to internal departments and external entities upon request.

Organizes and maintains records, data, logs, and a complex filing system.

Coordinates the purchasing for the department.

Assists in developing and maintaining forms and records, including but not limited to retrieving records as requested, certifying authenticity, receiving and forwarding subpoenas for court documents, etc.

Notarizes various documents when called upon as appointed Notary.

Receive, open, and file invoices from vendors; distribute for approval.

Compares purchase orders to invoices; prepares a payment request.

Submits IT requests to the respective department for the Property Operations Department.

Assists in compiling and organizing materials for meetings and reports; provides arrangements for meetings and special events; provides various support services as needed.

Assists in scheduling and coordinating meetings on the Sr. Director's calendar; confirms appointments and locations.

Delivers various messages, materials, and documents as required.

Operates all office equipment effectively, including telephone, facsimile, copier, scanner, computers, etc.

Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making by the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively, orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; put the team's success above own interests; support's everyone's efforts to succeed.

Job Competencies

Understanding key policies, procedures, functions, and staff in the Property Operations department.

Knowledge of applicable Department of Housing and Urban Development ("HUD") rules and regulations about public housing.

Knowledge of the laws and regulations about planning and development.

Knowledge of records management and general office administration best practices and procedures.

Knows how to maintain cooperative and effective relationships with intra and interdepartmental personnel and any external entities the position interacts with.

Ability to analyze and interpret housing policies and procedures.

Ability to read and interpret documents such as budgets and procedure manuals.

Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and/or Experience

High School Diploma or GED equivalent is required, and a minimum of four (4) years of professional experience in an administrative or office management role. An equivalent combination of education and experience may be considered.

Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

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

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment: The noise level in the work environment is usually moderate.

The position is open until filled.