Administrative Assistant

Job TitleUnder 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 FunctionsCoordinate office services and assist supervisor and other staff with administrative functionsAnswer incoming telephone calls and respond to caller or refer to appropriate personTransmit orders and instructions for supervisor, verbally or using EmailCoordinate meetings by reserving meeting room, preparing agenda and related documents, and notify participants scheduled to attend meetingPrepare routine letters and reports in accordance with established proceduresReceive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staffCompose meeting minutes based on notes and recordings made during meetingsScreen mail and calls for supervisor, and staffAssist with accounts payable by handling bills and invoices in accordance with established proceduresAttend meetings as neededMaintain schedule for supervisor, including receiving invitations, sending appropriate responses, designating type, time and place of events, and making travel arrangements as neededMaintain files in accordance with established procedures, including confidential filesSupervise clerical support staff, as assignedSupport division and operational functions as neededAssist 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 stepsConduct research in order to obtain information for report preparation, formulating future plans, and for forecasting needs for the futurePrepare periodic and special reports as needed for ETO and all related program services and information, and may prepare newsletterCoordinate 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 organizationFill in for someone who is out for a period of timeOrganization and Coordination of special events.Coordinate or assist as needed in planning and implementing special projects and eventsCoordinate 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 AbilitiesKnowledge of modern office practices, procedures, systems, and equipment including computers and softwareKnowledge of organizational policies and procedures including personnel policiesKnowledge of business English, spelling, arithmetic, and departmental terminologyAbility to set priorities, plan and implement activities to maximize efficiencyAbility to provide information in a courteous diplomatic mannerAbility to use a computer to store, retrieve and compile data, prepare reports and correspondenceAbility 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 recordsAbility 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 publicAbility to communicate effectively, both orally and in writingAbility 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 informationSkill in planning and organizing meetingsSkill in dealing with people in a diplomatic mannerMinimum QualificationsRequires 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 policyThis 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.