Executive Administrative Assistant

The primary function of this position is to assist the Chief Executive Officer in overall administration and management of the Agency’s public housing program, personnel functions, and finance. Performs administrative, managerial, and supervisory tasks involving the operations and daily activities of the Agency within parameters defined by the Chief Executive Officer. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS), REAC, and other future HUD-required evaluation systems. Functions as alternate liaison between the Agency and the Board of Commissioners, HUD, and local jurisdictions.

MAJOR DUTIES AND RESPONSIBILITIES

The key duties and responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

• Coordinates the daily operations of the Agency and assists the Chief Executive Officer in planning, developing, organizing, directing, and implementing the Agency’s Public Housing Program and Maintenance divisions.
• Works with the Chief Executive Officer and the Board of Commissioners (BOC) to assist in the development of the Agency’s strategic and operational plans. Effectively manages the development of organizational structures and plans and implements internal policies, programs, goals, and priorities; makes recommendations to the Chief Executive Officer for changes as needed.
• Establishes reporting systems to monitor and evaluate various aspects of the Agency’s operations on a frequent and continuing basis to establish an overview of conditions, appearance, problems, resolution, accomplishments, and results, while ensuring compliance with Agency policies and procedures and applicable federal, state, and local regulations.
• Assists in the oversight and provisions for the safekeeping of the Agency’s buildings, grounds, facilities, equipment, supplies, monies, files, records, documents, and reporting.
• Oversees the preparation of the Agency budget and program funds in cooperation with the Finance Department and department supervisors and makes appropriate recommendations to the Chief Executive Officer.
• Responsible for timely preparation and submission of the Agency’s yearly Capital Funds Program Five Year Plan and annual statement.
• Reviews and analyzes budget requests and expenditures for appropriateness to current resources and plans to ensure department supervisors are operating within approved financial limitations or that necessary budget revisions are made and authorized by the Chief Executive Officer on a timely basis.
• Assists the Chief Executive Officer in identifying federal and non-federal funding sources to augment declining subsidy, helping to ensure the viability of housing and associated programs offered by the Agency.
• Supervises management staff, providing ongoing assistance to support a positive and productive working environment.
• Monitors staffing levels to ensure capacity to achieve organizational objectives, based upon approved budgetary guidelines.
• Monitors, oversees, and/or recommends the recruitment, selection, employment, training, direction, supervision, utilization, evaluation, discipline, and termination of Agency employees to the Chief Executive Officer. Makes recommendations to the Chief Executive Officer regarding salary ranges, employee benefits, and revisions.
• Reviews periodic reports on the accomplishment of assigned goals and objectives.
• Attends BOC meetings, informs the Board of the status of activities and projects within the Agency, provides information on evaluations of efficiency and effectiveness of Agency operations, and proposes recommendations for improvements. Responds promptly to BOC inquiries regarding Agency plans and operations.
• May negotiate contracts with outside agencies and companies for major maintenance and management services.
• Serves as alternate Agency representative in discussing goals, priorities, problems, and concerns with officials, representatives, and members of HUD, local government, news media, social and public service agencies, state and federal government, and tenant groups.
• May address business and civic groups on matters pertaining to the Housing Agency. Successfully maintains positive Agency image and working relationships with the community and local, state, and federal government officials.
• Attends professional meetings, seminars, and conferences to keep abreast of new trends, activities, and concepts in Public Housing. Supports, assists, and works with other Agencies and affiliated organizations.