Description

Under direction, is responsible for performing a wide variety of professional administrative duties in support of the activities and services of an assigned department; coordinates office services and provides information and assistance to the public regarding the assigned department or division. Work is performed under established policies and office procedures with some latitude.

Examples of Duties

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. These essential functions require a consistent presence in the work environment on a regular basis and regular attendance must be maintained.

• Performs complex and confidential administrative functions including developing and typing taped dictation or written correspondence. Prepare presentations, composes and responds to internal and external correspondence, memos, purchase requisitions, payment requests and other department forms and documents.
• Edits work done by others to check for correct spelling, grammar, and punctuation; ensure that company policies and formats are adhered to; followed recommended revisions, and presents numerical data effectively and is able to read and interpret written information.
• Arranges complex and detailed travel plans and itineraries, and compiles documents for travel and community related meetings for various departments.
• Prioritizes and plans work activities, uses time efficiently, adapts to changes in the work environment, manages multiple competing demands and is able to adapt to frequent change, delays or unexpected events. Attention to detail and ability to work with time sensitive documents.
• Orders and maintains adequate inventory of office equipment and supplies, and reconciles corporate credit card accounts.
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully, making recommendations and maintains confidentiality.
• Communicates effectively verbally and in writing. Speaks clearly and persuasively in positive or negative situations and demonstrates group communication skills.
• Screens calls, answering general inquiries.
• Performs and audits employee payrolls and maintains time and attendance information.
• Possesses advanced proficiency in Microsoft Office software to include Excel, Word, PowerPoint, Outlook and Access.
• Opens, reads, routes, and distributes incoming mail and other material to appropriate personnel, and prepares answers to routine letters.
• Organizes and prepares information for the monthly Board and Committee Meetings, as well as community, resident and public meetings.
• Organizes and prepares information for the weekly Board Update report.
• Coordinates office activities such as new employee orientation, and new software training.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.
• Participate in initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to create awareness, foster, cultivate and preserve a culture of equity, diversity, and inclusion.
• Recognize the significance of a data driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.
• Other duties as assigned.

• 
  Values Driven | Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.
• Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.
• Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.
• Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.
• Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization’s team building events.
• Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

• Two (2) years of college coursework from an accredited college or university with major coursework in Business or Public Administration or related field; an additional two (2) years of secretarial and clerical work experience may be considered in lieu of college coursework requirement.

• Two (2) years of increasingly responsible secretarial and clerical work experience required.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications to include but not limited to: Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets and Slides. Understanding document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud accessible applications to include but not limited to: One drive, Outlook, Word, Excel and Powerpoint or MAC or PC desktop equivalent is acceptable.
• Successful completion of a criminal history background check, education, and work history verification, and drug screening test.

• Ability to learn cloud technologies such as LucidChart for diagram, workflow and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

• Texas Class “C” driver’s license at the time of placement and insurable by the organization’s fleet and liability insurance carrier.
• Must have the ability to earn certifications as required by assigned tasks.

• Knowledge of spelling, grammar and punctuation.
• Knowledge of research methods.
• Knowledge of standard office practices, procedures, and equipment
• Ability to learn SAHA and departmental policies, procedures, and administrative systems.
• Ability to learn research and data collection methods and techniques.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to establish and maintain cooperative working relationships with internal and external customers.

• The noise level in the work environment is usually moderate.
• High level of interaction with external/internal clients.
• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.