Administrative Assistant | HUD | San Juan, Puerto Rico

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Position Summary : Under the direct supervision of the Program Manager, Administrative Services and HUD field staff, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Essential Job Functions and Responsibilities:

Services include the following general support functions but are not limited to the following tasks which are broken into the following categories:

• Provide general office support functions.

• Provide clerical support to include receptionist duties, faxing, filing and assisting employees.

• Coordinate travel arragements.

• Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropiate.

• Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.

• Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route approrpriately.

• Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.

• Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.

• Set up equipment required for video conference and satellite training.

• Schedule and coordinate conference calling as needed.

• Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.

• Other duties as assigned.

Keyword: Administrative Assistant
Required Experience:

Qualifications:

• Mission driven, guided by core values and a pleasure to work with.
• As the Administrative Assistant will be privy to private and sensitive information, the Administrative Assistant must be trustworthy and work with integrity at all times.
• Excellent written communication skills.
• Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of graphics packages, mail merge, spread sheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

Other Requirements:

• Work shall be performed in a professional team environment, encompassing various levels of government, and shall be required to alternate or adjust start and end times to meet deadlines involving daily work assignments anytime between 7:00 am and 6:00 pm.

• Ability to lift, pull and push mail bags, mail hampers, and packages often weighing up to 50 pounds.

Education:

• Associates degree; or equivalent from a two-year college or technical school; and three to five years or more related experience; or equivalent combination of education and experience.
• Bachelor's degree desirable.

Prior Experience Desirable:

3-5 years administrative experience in the field or in a related area

Special Skills/Abilities:

Interpersonal :

• Ability to work independently as well as within a team environment.

• Works well with the public and provides exceptional customer service.

• Strong interpersonal skills and ability to maintain confidentiality.

Written Communications:

• Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.

Analytical:

• Good math aptitude

• Good analytical skills needed to analyze various job tasks

Oral Communications:

• Strong verbal communication skills required to effectively communicate with a broad range of individuals.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.

Leadership:

• Will provide direction to Nobis Enterprise employees under the leadership of HUD RSM and Nobis Enterprise Program Manager

Organizational:

• Ability to organize work area, supply room and maintain data for required reports.

Problem-Solving

• Ability to meet contract office requirement standards and prescribed deadlines.
• Ability to tell when something is wrong or is likely to go wrong. Recognizing there is a problem.

Equipment

• Demonstrated knowledge of Microsoft Office, Word, Excel, PowerPoint, Outlook and Teams applications.
• Working knowledge of telephones, copy and fax machines and mail metering equipment.

Other Qualifications or Requirements:

Mental Effort:

• Ability to think clearly and multitask.

Physical Requirements:

• Have full range of mobility in upper and lower body.
• Be able to reach overhead.
• Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time.
• Be able to handle, lift, pull and push materials and equipment to complete assigned job tasks.
• Be able to handle mail bags, mail hampers, and packages often weighing up to 50 pounds.
• Good hand dexterity. Ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble small objects.
• Good eyesight.

Visual Effort:

• Well-lit office environment requiring average amount of visual effort.
• Ability to see details at close range (within a few feet).

Safety:

• Follows all prescribed safety regulations to diminish accidents.
• Understanding of OSHA safety requirements.
• Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
• Immediately report circumstances you consider may present a hazard to yourself and others.
• Report any accident whether minor or major.

Security

• Must abide by all security regulations of the facility.
• Must obtain and wear a photo ID.

Scope of Position:

• Not applicable

Declaration:

This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change per the Statement of Work (SOW) of the project contact at any time.

Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

From: Tommy Nobis Center