Administrative Assistant (Housing Operations)

Summary

The purpose of the Administrative Assistant in the department is to perform comprehensive administrative services, including the performance of various secretarial and clerical duties related to maintaining and implementing the administrative functions of the Authority within the Housing Authority of the Birmingham District ("HABD" or "Agency"). This position enters data into the computer system and answers the telephone. Coordinates client data with other departments; coordinates inter-office systems and activities related to the position's functions.

All activities must support the HABD mission, strategic goals, and objectives.

Essential Duties and Responsibilities

• The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.
• Provides assistance and administrative support to the department head and immediate supervisor, including recordkeeping, document generation, data tracking, follow-up via phone and correspondences, mailing, and filing; ensures that assigned work is completed accurately and timely; responds to requests promptly and courteously; identifies administrative needs of the office and develops appropriate solutions and recommendations.
• Communicates on behalf of the supervisor with a broad array of stakeholders, including Agency staff, clients, vendors, partners, and the general public.
• Researches and resolves issues brought to the supervisor, including sensitive and confidential items.
• Assists in compiling and reviewing data, reports, and other information for general purposes and audiences.
• Plans, schedules, and staff's various meetings and events for internal and external audiences.
• Serves as a liaison on behalf of the executive office with Agency departments
• Answers telephone calls and handles resident questions and complaints.
• Prepares letters and correspondence for the department.
• Assists department staff with all clerical, filing, document creation, and processing.
• Prepares monthly reports on client data for department staff.
• Assists with scheduling and implementing departmental meetings and special events associated with the department.
• Assists department staff with coordinating arrangements for training and travel.
• Conducts and prepares routine correspondence and memorandums.
• Transcribes departmental meeting minutes, informal review meeting minutes, informal hearings meeting minutes, and public meeting notes held by the Authority.
• Scans documents; organizes and files departmental data; provides documents to internal departments and external entities upon request.
• Organizes and maintains records, data, logs, and a complex filing system.
• Coordinates purchasing for the department.
• Establishes and maintains a comprehensive filing system and HUD and other forms, including but not limited to reports, contracts, HUD regulations, financial data, etc.
• Develops and maintains, and updates confidential filing systems.
• Receives and distributes incoming mails; reviews and responds to incoming correspondence as directed.
• Assists in developing and maintaining forms and records, including but not limited to retrieving records as requested, certifying authenticity, receiving and forwarding subpoenas for court documents, etc.
• Notarizes various documents when called upon as appointed Notary.
• Receives, opens, and files invoices from vendors; distributes for approval.
• Compares purchase orders to invoices; prepares a payment request.
• Submits IT requests to the respective department.
• Assists in compiling and organizing materials for meetings and reports; provides arrangements for meetings and special events; provides various support services as needed.
• Assists in scheduling and coordinating meetings on the supervisor's calendar; confirms appointments and locations.
• Delivers various messages, materials, and documents as required.
• Operates all office equipment effectively, including telephone, facsimile, copier, scanner, computers, etc.
• Performs other related duties as assigned.

Job Competencies

• Understanding key policies, procedures, functions, and staff in the department.
• Type at least 60 WPM.
• Outstanding customer service and professionalism.
• Knowledge of applicable Department of Housing and Urban Development (""HUD"") rules and regulations about public housing.
• Knowledge of the laws and regulations about planning and development.
• Knowledge of records management practices and general office administration best practices and procedures.
• Knows how to maintain cooperative and effective relationships with intra and interdepartmental personnel and any external entities the position interacts with.
• Ability to analyze and interpret housing policies and procedures.
• Ability to read and interpret documents such as budgets and procedure manuals.
• Ability to communicate with people from a broad range of socio-economic backgrounds.

Behavioral Competencies

This position requires the incumbent toe exhibit the following behavioral skills:

• 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 HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.
• Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent 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 work 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 an understanding of the comments and questions of others; listens effectively.
• 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.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

• An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone.
• The employee may occasionally transport up to 25 pounds.

Work Environment

• The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Office environment: The noise level in the work environment is moderate.

• High School Diploma or GED equivalent is required, and a minimum of four (4) years of professional experience in an administrative or office management role, or at least three (3) years of experience assisting senior-level executives. An equivalent combination of education and experience may be considered.

• Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.