Travel Involved: 0-10%
Category: Administrative Support
Employment Status: Full-Time
Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. Responsible for confidential administrative and secretarial duties. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Familiar with a variety of the Agency's concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected. Reports to the Vice President of the Housing Choice Voucher Program.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Greet visitors and screen persons who come to visit the department.
Receive and relay telephone messages, faxes, and emails.
Assist the executive in the management of his/her schedule.
Compose routine and advanced correspondence including letters, memoranda, reports, and presentations.
May prepare records, such as resolutions for meetings with the Board of Commissioners, Directors or other staff members.
Review, proofread, and edit documents that were prepared for the executive’s signature.
Plan, prepare and organize activities such as meetings, conferences, conference calls, travel and team events.
Takes and transcribe meeting minutes, prepares agenda, arrange meeting room, audio-visual equipment and other needed materials.
Ensure meeting rooms are presentable and manage calendar to ensure scheduling is appropriate (i.e. departmental, executive conference room, board room).
Make travel arrangements (registration, transportation, hotel reservation) for executive, complete and process reimbursement receipts for the department.
Open, stamp, sort and route daily mail, faxes and files incoming and outgoing correspondences as assigned.
Answers phones on all rollover lines.
Develop and manage departmental filing system (including purging of files).
Coordinate and submit the department’s time keeping records for processing by the Finance Department.
Manage the day to day activities of the department to ensure efficient work flow functions with other departments in the agency.
Responsible for the department’s procurement of supplies and services, including the following related tasks:
Submit departmental supply orders for approval and maintains records of all purchases.
Maintain an adequate inventory of office supplies for the department.
Contact service representatives for department equipment.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of general office procedures and practices, business English, and arithmetic.
Knowledge or ability to learn HUD and Houston Housing Authority policies, procedures and practices.
Skill with Microsoft Office products (Word, Excel, Outlook, PowerPoint) or compatible programs.
Skill in high level interpersonal skills to handle sensitive and confidential information and situations.
Skill in operating computer equipment and general office machines such as personal computer, copier, projection equipment, audio/video and adding machine.
Ability to type accurately, 60 w.p.m. minimum typing speed.
Ability to communicate clearly and concisely, orally and in writing.
Ability to communicate with persons of diverse backgrounds and abilities to establish and maintain effective and courteous working relationships with employees, vendors, and other business contacts.
Ability to coordinate several concurrent activities simultaneously.
Ability to anticipate the department needs, based on experience, and prepares to fulfill those needs in advance.
Must possess ability to multi-task.
Must possess a strong work ethic.
Pays attention to detail.
COMPLEXITY / SCOPE OF WORK
Employee performs routine duties by following established Houston Housing Authority policies and procedures and other guidelines such as HUD regulations. The guidelines cover most job related situations, but the employee may occasionally be required to use independent judgment in making decisions.
Instructions to the employee may be general or specific in nature. Receives oral and written directions from executive.
Tasks may occasionally have to be coordinated, integrated, and/or prioritized. Methods of accomplishing work are generally at his/her discretion.
Successful accomplishment of duties by the employee enhances the Houston Housing Authority's ability to meet its mission.
The employee follows Houston Housing Authority's policies and procedures, HUD regulations, legal resources and federal and state laws and regulations, in accomplishing assignments.
Methods for accomplishing routine work are at the discretion of the employee, subject to existing practices and procedures.
When unusual situations arise, the employee may request guidance from the supervisor.
Employee does not have direct supervisory responsibilities.
Employee has regular contact with executive staff, other Houston Housing Authority employees, Board of Commissioners, and residents.
Intermittently, the employee has contact with regulatory agency personnel and personnel from other public housing authorities (PHA), state and local agencies, contractors, and business firms. The purpose of these contacts is to facilitate communications between executive staff members, other employees and persons outside the Houston Housing Authority.
Employee may come into possession of confidential information either with Houston Housing Authority participants or employees. A high level of discretion must be maintained at all times.
PHYSICAL DEMANDS / WORK ENVIRONMENT
Work is principally sedentary, but may involve some physical exertion such as kneeling, crouching, or lifting to obtain files and records, and eye strain from working with computers and other office equipment.
Work involves the normal risks and/or discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted and ventilated.
Associate's degree required. Bachelor’s degree preferred.
At least four (4) years of administrative office experience with an executive level or an equivalent combination of education and experience.
Administrative or secretarial training in a licensed business school or other accredited institution preferred.
60 wpm minimum typing speed preferred.
Knowledge of Microsoft Office Computer skills – Word, Excel, PowerPoint. Use of standard office equipment such as typewriter, personal computer, copier, fax machine, projection equipment, audio/video and adding machine.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
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