If you are interested in working with an Agency that effectively delivers housing, and other services in the community and if you have experience providing administrative support for Executives, Managers and Boards, Commissions or Committees then you should submit your application for this opportunity.
The ideal candidate for this position is a service-oriented team player who has great communication skills that can multi-task in a fast-paced environment to work efficiently and effectively. Qualified candidates will possess at least 60 units of college course work in business or public administration or related field and three years of professional experience in an administrative support capacity for senior level management and maintain a valid driver’s license.
In this key position, you will provide executive level administrative support to the Office of the Chief Executive, the Board and other Agency executives and managers. In addition, you will prepare agendas, notices, minutes and resolutions, process accounting related payments and documents, prepare responsive correspondence and reports as well as collect, organize and proofread materials for the Executive Office and the Boards. As a central point of contact, you will coordinate and schedules meetings and logistics for various office and Agency functions.
Essential Duties and Responsibilities
Under the direct supervision of the Special Assistant to the CEO, the incumbent plans, organizes, and oversees the operations and functions of the Executive Office and provides information and assistance to the Chief Executive Officer, Special Assistant, Executive Management Team, as needed, Commissioners, staff and the general public.
All activities must support the Fresno Housing Authority's ("Agency") strategic goals and objectives and produce results that accomplish the goals of the Executive Office.
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.
Provides executive level administrative support; organizes and coordinates all office activities associated with the office; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms. Occasional driving for business purposes may be required.
Supports the efficient calendar management by understanding Agency and department priorities, communicating with internal and external clients about updates, and making changes to calendars as appropriate.
Provides general administrative support including generating correspondence, forms, spreadsheets, memoranda, manuals, reports, promotional materials, ordering and maintaining office supplies and fulfilling petty cash requests.
Provides administrative support to include telephone coverage, copier projects, mail handling, supplies control and necessary communications internally and externally.
Greets and directs visitors, vendors and deliveries.
Prepares expense reimbursement vouchers and performs monthly CAL-Card reconciliation.
Prepares agendas, notices, minutes, resolutions and other items necessary for meeting facilitation.
Processes, types, fact-checks and proofreads a variety of documents, including general correspondence, board meeting documents, purchase orders, reports, invoices, memoranda, and other forms.
Reviews e-mails received through Agency website, ensures follow-up, and compiles quarterly statistics for executive management.
For meetings and/or training sessions or events: assists with scheduling, ensures the timely preparation of documents, Information Technology (I.T.) and other resources, coordinate logistics with other staff or outside partners, and overall preparation of the general meeting environment (e.g. adequate space, enough seats, clean tables, comfortable temperature, etc.).
Processes invoices, bills and outgoing certified and overnight mail for assigned department; ensures appropriate, timely and accurate distribution of mail, correspondence, and facsimile.
Maintains confidentiality of all Agency, management, personnel and research matters.
Manages the planning and organization of the Deputy Executive Director's official travel, including the timely preparation of official travel files and background documents by the relevant divisions and units as well as prepare or ensure the preparation of official travel reports.
Establishes and maintains office procedures, filing systems, and processes.
Provides back-up administrative coverage for Executive Director as needed including transcribing minutes for review and approval by the Executive Director and/or Special Assistant.
Ensures privacy and maintains security of confidential materials; accountable for consistent adherence to Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
Occasional driving for business purposes required.
Assists in the arrangement of complex and detailed travel plans and itineraries, compile documents for travel-related meetings for the CEO, Special Assistant, Board of Commissioners, Instrumentalities & Affiliates.
Board of Commissioners, Instrumentalities & Affiliates – in addition to the functions noted above:
Provides administrative support to the Board of Commissioners, Instrumentalities & Affiliates. Tasks to include collecting data, preparing reports for Board meetings, copy, collate, and distribute Board agenda and supporting paperwork. Supporting paperwork to include: agendas, notices, minutes, resolutions, correspondence, memorandums and other reports.
Transcribes minutes for review and approval by the Executive Director and/or Special Assistant.
Maintains files of Board minutes, resolutions, and related official documents.
Performs other duties as assigned
Competencies and Qualificaitons
To perform the job successfully, an individual should demonstrate the following competencies:
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority; uses appropriate judgment & decision making in accordance with level of responsibility.
Client Services and Teamwork: Provides timely, courteous, and quality service to an individual whether internal or external by anticipating individual needs, following through on commitments and ensuring that our clients have been heard. Actively and collaboratively participates, despite personal differences, towards a common goal. Employee is open to new ideas and/or approaches. Employee is aware of changes that impact internal and external customers and effectively communicates the impact when working as a team.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Communication: Employee is clear, concise, and organized in all facets of communication in order to fully transfer understanding. Actively listens and is aware of the audience to adapt message appropriately. Strives to communicate information with appropriate personnel in a timely manner. Exhibits positive, polite, courteous, honest, and conscientious behavior with all internal/external clients. Accepts responsibility for actions and adjusts behavior as appropriate.
Safety Awareness: Employee is cognizant of his/her surroundings. Follows proper safety procedures and considers the safety of self and others. Identifies, communicates, and assists in the correction of any safety concerns where appropriate.
Reliability and Judgment: Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Agency expectations. Performs work in a reliable manner that is both accurate and timely.
To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the job competencies.
Extensive knowledge of the key policies, procedures, functions and staff in the assigned department
Extensive knowledge of the principles and procedures related to record keeping and appropriate documentation
Knowledge of advanced application of the English language in spelling, grammar and punctuation
Demonstrated skill in being extremely detail-oriented and practicing strong verbal/written communication and organizational skills.
Demonstrated skill in utilizing Microsoft Office Word software at an intermediate or higher level.
Demonstrated skill in taking meeting minutes and preparation of summary reports
Working knowledge of the principles of research and report writing techniques
Demonstrated skill to interpret and apply applicable policies, regulations, and procedures
Demonstrated skill to research, compile, analyze, interpret, and prepare a variety of fiscal, statistical and administrative reports
Demonstrated skill to work as a true partner with Executive and anticipate needs
Ability to be extremely detail-oriented and possess strong communication and organizational skills
Demonstrated skill to practice safe driving principles and practices and operate a motor vehicle safely
Ability to become a Notary Public within 12 months of assuming position
Ability to perform duties at a speed necessary for successful job performance
Ability to perform responsible and difficult administrative work involving the use of sound independent judgment and personal initiative
Ability to establish positive working relationships with representatives of community-based organizations, other agencies, Agency management and staff, and the public
Education and/or Experience
Associates degree or equivalent college courses with public or business administration and/or administrative office professional emphasis preferred A minimum of three years of professional experience in an administrative support capacity for senior level management; Possession of, or the ability to obtain a Notary Public Commission, including all associated requirements pursuant to CA State law, within one year from date of hire.
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to proofread, edit and revise technical documents with a high degree of accuracy.
Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
To perform this job successfully, an individual should have strong computer skills (Microsoft Word, Excel, Outlook, accounting and financial software, and Internet). Must be able to learn other computer programs as required.
Certificates, Licenses, Registrations
Some positions may require possession of a valid California driver's license and the ability to be insurable under the Agency's automobile insurance plan at the standard rate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. Also must be able to frequently walk; sit; and use hands to finger, handle, or feel. The employee is occasionally required to stand; reach with hands and arms; reach above shoulder; climb or balance; stoop, kneel, and crouch. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must regularly lift, push, pull and/or move up to 10 pounds, frequently lift, push, pull and/or move up to 5 pounds, and occasionally lift, push, pull and/or move more than 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment: The noise level in the work environment is usually moderate.