Administrative Specialist I (Section 8)

Administrative Specialist

The Administrative Specialist performs major administrative work for the Assisted Housing Program Department, sets appointments, enters data, processes documents, provides customer service, and otherwise relieves professional staff of administrative work and business details. Routinely interacts and works with clients, owners, and the general public of diverse backgrounds. Work is performed under established policies and office procedures.

Examples Of Duties

Essential Duties + 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. These essential functions require a consistent presence in the work environment on a regular basis, and regular attendance must be maintained.

• Develops correspondence, requisitions, memoranda, and other documents.
• Screens calls and responds to inquiries from owners, clients, Opportunity Home personnel, and the general public in order to answer general questions regarding housing or refer inquiries to an appropriate source for answers.
• Assists administrative functions involving the wait list, inspections, informal hearings, and recertifications, to include mailing notifications and appointment scheduling.
• Transcribes meeting minutes as needed.
• Maintains appointment calendars, manages meetings, and coordinates office activities as needed.
• Audits employee payrolls and maintains time and attendance information.
• Conducts business in compliance with all applicable rules, regulations, policies, and procedures.
• Reviews documents for validity and accuracy of information; records, files, and distributes related paperwork.
• Requires and maintains inventory of office supplies and equipment.
• Demonstrates high confidentiality when dealing with highly sensitive correspondence.
• Assists as needed with answering phone inquiries or routing calls to appropriate staff.
• Manages client's file integrity in accordance with privacy and confidentiality laws and regulations.
• Maintains a working knowledge of policies and procedures as established by the U.S. Department of Housing and Urban Development (HUD) and/or Opportunity Home.
• Receives and routes incoming mail, prepares outgoing mail, and replies to routine correspondence.
• Gathers data from files, types reports, and performs daily data entry.
• Maintains records and develops and maintains filing systems and/or databases as required.
• Coordinates with managers, committees, and vendors involved to produce well-organized events.
• Accurately reviews and enters data into software and the housing database.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.
• Recognize the significance of a data-driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards, and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.
• Employees are expected to use Generative AI solutions ethically and responsibly.
• Other duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills

1. Values Driven | Demonstrates an understanding of the values (Compassion, Equity, and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.
2. Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.
3. Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.
4. Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.
5. Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization's team building events.
6. Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

Education

• High School Diploma or GED

Experience

• One (1) year of administrative, secretarial, and/or clerical work experience.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understand document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud-accessible applications, including but not limited to OneDrive, Outlook, Word, Excel, and PowerPoint, or a MAC or PC desktop equivalent, is acceptable.
• Successful completion of a criminal history background check, education, work history verification, and drug screening test.

Preferred Education and Experience

• Bilingual speaker and writer in English and Spanish.
• Ability to learn cloud technologies such as LucidChart for diagram, workflow, and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

License + Certificates

• Administrative Assistant Certification (CAA), Certified Administrative Professional (CAP), or related certification must be obtained within 18 months of employment.
• Texas Class "C" driver's license at the time of placement and insurable by the organization's fleet and liability insurance carrier.
• Must have the ability to earn certifications as required by assigned tasks.

Technical Skills

• Understands the agency's Mission, Vision, and Values and directs work within these guiding principles and operational framework.
• Ability to maintain effective working relationships with co-workers, supervisors, and the general public.
• Ability to follow verbal and written instructions, and communicate effectively in writing and verbally.
• Knowledge of client service principles and practices and interviewing skills, and techniques.
• Understanding of basic reading and writing skills and mathematics.
• Skill in assessing and prioritizing multiple tasks, projects, and demands with excellent problem-solving and organizational skills while meeting established deadlines.
• Intermediate working knowledge of computer software, including Microsoft Office, Google "G Suite", and Mail Merge, with the ability to learn new software applications.
• Skill in reading, interpreting, and applying HUD rules and regulations and SAHA policies and procedures.
• Ability to work independently and in a team, and apply leadership, decision-making, and conflict resolution skills.
• Skill in analyzing problems and determining appropriate courses of action. Ability to work with a diverse population.
• Ability to project a professional image at all times.
• Ability to work in a fast-paced environment.
• Knowledge of record keeping and record management.

Physical Demands

The physical demands described here are representative of 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 essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. The employee must occasionally transport up to 25 pounds