Summary: The purpose of this position is to provide clerical and administrative support to the Director of Voucher Programs and other administrative staff as assigned. Duties include preparing correspondence, records, reports, filing, etc.; performing various other administrative work; compiling and maintaining a variety of statistical data; providing administrative support in meetings; and maintaining general files, records, and correspondence. Must be able to work with guests, management, and officials, and handle administrative duties in a high-stress/pressure office environment. The requirements listed below represent the knowledge, skills, and abilities necessary for successful performance in this role.
Essential Duties/Responsibilities:
· Provide administrative support to the Director of Voucher Programs and may be called upon to provide administrative support to all Executive staff as needed.
· Retrieves and processes the daily incoming mail; receives sorts and distributes incoming departmental mail including e-mail and faxes.
· Locates and attaches appropriate file to correspondence to be answered by Senior Leadership Team (SLT) members.
· Transcribes notes from meetings or possibly from other sources.
· Composes and prepares routine correspondence.
· Organizes and maintains file system and files correspondence and other records. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
· Coordinates schedules, makes appointments, and arranges conference calls.
· Conducts general office duties; answers incoming telephone calls and routes them to the proper person; greets visitors; answers questions based on knowledge of Housing Authority policies and practices; maintains a variety of complex files, filing and retrieving information as requested, or as otherwise necessary; attends and take minutes at Departmental staff meetings.
· Conducts research and compiles and types of statistical reports.
· Perform any other reasonable duties as assigned.
Competencies:
· Analytical: Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
· Problem-Solving: Identifies and resolves problems on time; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
· Technical Skills: This position requires an applicant to have working knowledge of various types of office equipment and office software (i.e. computers, fax machines, Microsoft Office Suite (Word, Excel, and PowerPoint).
· Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
· Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
· Organizational Support: Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
· Judgment: Displays willingness to make decisions; Exhibits sound and accurate judgment.
· Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives.
· Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
· Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
· Quantity: Meets productivity standards; Completes work in a timely manner; Strives to increase productivity.
· Attendance/Punctuality: Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
· Initiative: Volunteers readily; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
· Innovation: Meets challenges with resourcefulness; Generates suggestions for improving work.
· Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
· Organizational Support: Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
· Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals and can write routine reports and correspondence and speak effectively before groups of customers or employees of organization.
· Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and can compute rate, ratio, and percent and to draw and interpret bar graphs.
· Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and can deal with problems involving several concrete variables in standardized situations.
Qualifications:
· Education and Experience: High school diploma or equivalent required, Associate’s Degree preferred. Two or more years of experience in an administrative role to executive administrative role support capacity in an office environment with increasing levels of responsibility or an equivalent combination of education/training and experience.
· Office & Computer Skills: Proficient in MS Office (Word, Excel, PowerPoint) and office equipment.
· Physical Demands: Ability to sit for long periods; may require standing, walking, stooping, kneeling, or crouching; must frequently lift/move up to 10 pounds and occasionally lift/move up to 25 pounds.
· Work Environment: Moderate to high stress with a moderate to heavy workload; ability to handle stress and meet deadlines is essential.
Valid Driver’s License
SMHA is a drug free workplace. Valid driver license is required.
Pay: $16.00 - $17.50 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
