Administrative Assistant

Status : Temporary

Rate of Pay : $14.00- $15.00 (based on experience)

Hours : Monday- Friday, 8am - 4 : 30pm

Supervision Received and Given :

The employee receives instructions from the Department Head(s). Courses of action, deadlines, and priorities are established by procedure, the supervisor, and the employee, depending on the assignment.

Routine duties are initiated and completed by the employee without supervisory direction. Instructions to the employee may be general or specific.

Complex problems or situations, not covered by instructions, are usually referred to the supervisor for concurrence. The employee's work is reviewed occasionally for accuracy, completion, and compliance with policies and procedures.

The employee has no supervisory responsibilities.

Guidelines :

The employee refers to Authority and HUD guidelines in performing work. These guidelines cover most jobs-related situations, although the employee must frequently use independent judgment in making decisions.

If guidelines do not cover a situation, the employee consults the supervisor or makes decisions based on the circumstances.

Duties and Responsibilities :

1. Coordinating staff meetings

2. Filing forms and documents

3. Conducting data entry

4. Covering reception desks when required

5. Taking and documenting minutes of meetings

6. Receiving, sorting and distributing mail

7. Photocopying and printing documents on behalf of colleagues

8. Providing general support to visitors

9. Handling sensitive information in a confidential manner

10. Running errands

11. Providing information by answering questions and requests

12. Assisting with event planning, including setting up room, ordering supplies, etc.

13. Assisting with special events planning

14. Operating personal computer to access e-mail, electronic calendars, and other basic office support software

15. Drafting and editing documents, preparing meeting agendas, and updating databases and spreadsheets

17. Performing other duties as assigned

Qualifications and Knowledge :

1. Graduation from an accredited high school with two years of college or business school with a major course work in accounting or bookkeeping and two years of experience;

or an equivalent combination of education and experience which meets the required knowledge and abilities.

2. Knowledge of general office practices and procedures, business English, and basic mathematics.

3. Excellent communication and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords, and other employees.

4. Ability to complete complex and detailed tasks promptly.

5. Ability to plan and prioritize duties.

6. Ability to establish and maintain effective and courteous relationships with employees and other business contacts.

7. Ability to deal effectively with situations requiring tact and diplomacy yet firmness.

8. Bondability.

9. Valid Alabama driver's license

10. Eligibility to be covered under the Authority's fleet auto insurance.

Last updated : 2024-06-09