Administrative Professional --- IMMEDIATE NEED!!!

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.