Administrative Assistant

Department: Asset Management 

Reports To: Director of Asset Management

Summary  

Under immediate supervision performs a variety of routine clerical duties in support of Housing Authority office and staff operations. Provides responsive and efficient customer service to the general public.  

Essential Job Functions

• Coordinate office services and assist supervisor and other staff with administrative functions   
• Answer incoming telephone calls and respond to caller or refer to appropriate person  
• Transmit orders and instructions for supervisor, verbally or using Email  
• Coordinate meetings by reserving meeting room, preparing agenda and related documents, and notify participants scheduled to attend meeting  
• Prepare routine letters and reports in accordance with established procedures  
• Receive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staff  
• Compose meeting minutes based on notes and recordings made during meetings   
• Screen mail and calls for supervisor, and staff  
• Assist with accounts payable by handling bills and invoices in accordance with established procedures   
• Attend meetings as needed  
• Maintain schedule for supervisor, including receiving invitations, sending appropriate responses, designating type, time and place of events, and making travel arrangements as needed  
• Maintain files in accordance with established procedures, including confidential files  
• Supervise clerical support staff, as assigned  
• Support division and operational functions as needed  
• Assist in budget preparation as needed, and prepare departmental board packages. This may include creating and adhering to project budgets and timelines for special events, tracking and collecting funds raised for special events/projects, monitoring progress of registration, ticket sales and income goals and adjusting plans as appropriate. Will require the incumbent to work with the Director to create income and attendance projections for events and conduct post-event follow up and action steps  
• Conduct research in order to obtain information for report preparation, formulating future plans, and for forecasting needs for the future  
• Prepare periodic and special reports as needed for ETO and all related program services and information, and may prepare newsletter  
• Coordinate routine and special functions, purchases of office supplies, equipment, and other items, coordinating services from outside vendors and contractors, supervise volunteer staff, etc., by communicating with outside vendors and individuals inside the organization  
• Fill in for someone who is out for a period of time  
• Organization and Coordination of special events.  
• Coordinate or assist as needed in planning and implementing special projects and events  
• Coordinate and organize fundraising events. Develop and implement unique fundraising strategies related to special events. Assist in securing and coordinate all appropriate permits, licensing prior to events. Coordinate materials and signage needed for event production.  
• Coordinate and organize training workshops and seminars for internal and external customer base. Develop and implement specific and unique training strategies related to the needs of both customer bases. Coordinate all aspects of each event to include securing a venue, acquiring all necessary training material, equipment, signage, donations for attendees and food if needed.  
• Identify, or solicit and secure prospects for major in kind donations for events, or vendors and vendor products to enhance events hosted by the agency. Desired donations include prizes for use in silent auction/raffle (i.e. major prizes and/or prize packages) or in-kind donations of goods or services that are used for events (i.e. food, beverage, entertainment). Select and package prizes, handle on-site logistics for raffles and silent auctions.  

Knowledge, Skills, and Abilities

• Knowledge of modern office practices, procedures, systems, and equipment including computers and software  
• Knowledge of organizational policies and procedures including personnel policies  
• Knowledge of business English, spelling, arithmetic, and departmental terminology  
• Ability to set priorities, plan and implement activities to maximize efficiency  
• Ability to provide information in a courteous diplomatic manner  
• Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence  
• Ability to operate standard office equipment such as computer, calculator, copy machine, fax machine, telephone system, etc.  
• Ability to maintain a variety of files and records, and to answer questions from the records  
• Ability to accept, receive and/or collect payments; prepare and/or process purchase orders; establish/maintain inventory.  
• Ability to establish and maintain effective working relationships with officials, other employees, residents, and the general public  
• Ability to communicate effectively, both orally and in writing  
• Ability to work in a responsive environment where co-workers or citizens present problems for resolution and incumbent is responsible for creating an individual solution for the issue.  
• Skill in the use of computer software to facilitate efficient completion of tasks and obtaining information  
• Skill in planning and organizing meetings   
• Skill in dealing with people in a diplomatic manner  

Minimum Qualifications  

• Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college in Business Administration.  
• Requires one (1) year of experience in an office environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.  
• Ability to speak and translate Spanish preferred.   

Other:Valid Florida Driver’s License Insurable under the agency’s insurance policy  

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.