Administrative Assistant

EMPLOYMENT OPPORTUNITY

GADSDEN COUNTY BOARDOF COUNTY COMMISSIONERS

QUINCY, FLORIDA

JOA No. 24-017 Date Posted: March 10, 2024

Administrative Assistant

***INTERNAL VACANCY***

SHIP/Housing

Salary Range: $15.00 - $17.34 Hourly

Position Advertisement Closes: March 17, 2024

***BACKGROUND CHECK AND DRUG SCREENING IS A CONDITION OF EMPLOYMENT***

This is a professional position that requires the employee to perform a variety of administrative and fiscal functions relating to the SHIP State Housing Initiatives Partnership Program. Employee is responsible for office management, including maintenance of effective filing system. Prepares outgoing correspondence and financial data required for the efficient management of grant programs and projects. The incumbent will perform tasks as mandated by the Housing Program Coordinator.

ESSENTIAL FUNCTIONS:

Prepares and transcribes minutes of committee meetings. Assist the Housing Program Coordinator with public relations, budgets, and reports. Maintains office supplies, forms, and SHIP, CDBG, UWBB and USDA applicant files and folders. Prepares monthly, quarterly, and annual reports, as required. Responsible for making travel arrangements, scheduling appointments and meetings as required for the division and division staff. Prepares all funding requests and purchase orders and maintains all records of financial transactions. Processes invoices for payment of division bills/invoices. Ensures contractors are adhering to all state and federal licensing and insurance guidelines. Assist the Housing Program Coordinator with inspections of dwellings and provide technical support as/when needed. Conducts comprehensive and confidential interactive interviews with SHIP applicants. Obtains information and documents from applicants necessary to determine eligibility. Ensure that files are ready for all audits and monitoring reviews and be on hand during the audit/monitoring reviews, to assist the Housing Coordinator and Monitor with any on the spot corrections and all requests. Assign priority to cases according to immediate danger posed to the inhabitants per their application. Serve as Acting Housing Coordinator during his/her absence. Attending outreach events coordinated with the Housing Coordinator to ensure proper representation. Make recommendations to improve the Housing Services Intake Policy and coordinate with the Housing Coordinator to make the appropriate changes.Make recommendations to improve the Housing Services Intake Policy and coordinate with the Housing Coordinator to make the appropriate changes.Ensure all monitoring of client files will proceed without missing documents and or inconsistent account balances and tracking data. Maintain all active funding programs, tracking spreadsheets of all clients waiting lists and logs, policies, and procedures.

Performs all other related duties as directed by the Housing Program Coordinator

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to occasionally lift, carry, push, or pull up to 25lbs.Picking, pinching, or otherwise working with fingers. Expressing or exchanging communication by means of spoken word which includes the perception of sound. Ability to work flexible hours to include nights, weeks and holidays as occasionally required.

MINIMUM QUALIFICATIONS:

To perform this job successfully, an individual must have knowledge of the principles and practices of office procedures and decorum. The ability to apply this knowledge to work situations and in the preparation of required documents. Interaction skills necessary to deal with the public and SHIP clientele with tact, patience, and courtesy. Ability to prepare accurate reports and express or communicate effectively and concisely in writing and orally. Must have the dexterity to type at a minimum of 35 cwpm and have a basic knowledge of Microsoft Word, Excel, Outlook, and Power Point.

High school diploma or equivalent GED with five (5) years of administrative, fiscal, or clerical accounting experience.

People who need assistance to participate in the applicant process should contact the hiring authority in advance of the closing date. Applications must be received by the closing date of the advertisement to be considered. Contact Human Resources @ 850-875-8648 or 850-627-5334 regarding questions about the position. Apply online at http://www.gadsdencountyfl.gov. EQUAL OPPORTUNITY/AFFIRMATIVE ACTION/VETERANS PREFERENCE EMPLOYER

Drug Free Workplace

Job Type: Full-time

Pay: $15.00 - $17.34 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Quincy, FL: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $17