AKRON METROPOLITAN HOUSING AUTHORITY
Job Title: Legal Department Administrative Assistant
Reports to: Director of Human Resources and General Counsel, and Senior Counsel
FLSA Status: Non-exempt
The primary purpose of this position is to provide a wide variety of administrative and clerical support services to the Legal Department and serve as the confidential assistant to the Director of Human Resources and General Counsel, and Senior Counsel of the Akron Metropolitan Housing Authority (“AMHA” or “Authority”).
Essential Duties and Responsibilities:
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. Other duties may be assigned.
Provides clerical and administrative support to the Legal Department including recordkeeping, document generation, data tracking, follow-up, telephoning, photocopying, mailing and filing as assigned; ensures that assigned work is completed accurately and timely; responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations; serves as back-up for other administrative and clerical staff as assigned.
Greets visitors to department; actively inquires about how the visitor may be assisted; provides accurate information in response to questions and comments; directs visitors to appropriate staff members; represents department and AMHA in a professional and courteous manner.
Receives incoming calls for the Legal Department; may receive other departmental calls when staff is unavailable; determines the identity of the caller and nature of the caller’s business; utilizes judgment to determine if the call can be handled personally or if the call should be transferred; correctly transfers the call to the appropriate party; utilizes effective telephone etiquette and ensures excellent customer service.
Receives, sorts and distributes departmental mail; copies, collates, distributes and mails materials as necessary; reviews all incoming mail for the Legal Department, determining the most appropriate action.
Generates accurate correspondence, reports and legal documents; ensures that typed documents are error free and produced according to due dates; creates and utilizes standard correspondence and report formats, such as for evictions; gathers relevant information from tenant files and other sources; ensures that correspondence is approved and signed in accordance with due dates; takes dictation as required.
Processes collections for vacated accounts; verifies that relevant information needed to set up a collection account is in the tenant file; maintains accurate collection records; refers accounts to outside collection agency when appropriate; accurately logs payments received internally and from the collections agency; ensures that collection accounts are kept current; informs the legal staff of any anomalies.
Ensures that files and filing systems are current, accurate and neat at all times.
Suggests changes in forms and procedures and/or devises new forms/procedures to improve the operational efficiency and cost effectiveness of departmental processes; develops reports in case management software.
Maintains and orders office supplies, furniture, and equipment as needed; processes the department’s accounts payable; reviews departmental invoices and bills for accuracy; works with vendors to remedy billing issues; ensures compliance with AMHA procurement policies.
Processes payroll for departmental staff; coordinates with Finance Department to ensure proper budget allocation for payroll; reviews timesheets for accuracy and completeness.
Assists the Legal Department in the completion of special assignments and projects; performs research and provides supportive materials as needed for special projects.
Maintains departmental calendar and court docketing calendar; ensures that clients are informed of court dates and/or continuances in a timely manner.
Coordinates and schedules the Legal Department’s attendance at meetings, court, public engagements, interviews, travel, etc.; arranges for conferences and meetings, including space, time, people, etc.; assembles background material for participants; takes minutes at meetings as requested.
Supports other departmental activities as needed.
Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded.
Participates in coaching sessions; attends meetings and follows up as necessary.
Maintains a record of acceptable attendance and punctuality.
Other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty 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 essential functions.
Behavioral Competencies: This position requires incumbents to exhibit the following behavioral skills:
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Knowledge of the policies, procedures and goals of the Legal Department; general knowledge of the practice of law, legal documents and research; basic understanding of the United State Department of Housing and Urban Development’s regulations and procedures; strong analytic and problem solving skills; knowledge and experience in clerical support, administrative planning and coordination activities; ability to prepare meaningful reports, summaries and presentations incorporating findings and conclusions; knowledge of records management processes and procedures; knowledge of grammar, spelling and punctuation; must possess proper telephone etiquette, tact, and interpersonal skills; skills in multi-tasking and prioritization; ability to maintain confidentiality.
Education, Experience and Certifications:
High School diploma or equivalent; Associate’s or Bachelor’s degree or Paralegal Certificate preferred; and a minimum of three (3) year’s experience as an administrative assistant; or the equivalent combination of education and experience. Previous experience working in a legal department or law office is preferred.
To perform this job successfully, an individual should have strong computer skills and extensive knowledge of legal case management, database, e-mail, calendaring, internet, spreadsheet and word processing software. Knowledge of common office and mail processing equipment and machines as well as a proficiency in typing is required. Must be able to learn other computer software programs as required by assigned tasks.
Physical Requirements: 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:
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. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport file boxes.
Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:
Office environment with occasional offsite meetings. Moderate noise level.
AMHA offers a culture committed to diversity, equity and inclusion; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans, flexible schedules; and potential for limited teleworking in an effort to promote a healthy work/life balance.
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