HR/Administrative Assistant

POSITION SUMMARY:

This is a skilled secretarial and office management support position that also serves as the Personnel Administrator for the Authority. The employee is required to perform technical and complex tasks requiring higher skills, abilities, and knowledge other than clerical skills. Work assignments involve performing tasks that require accurate typing, developing work methods and procedures, interacting with vendors and tenants, and completing special projects as assigned.

MAJOR DUTIES AND RESPONSIBILITIES INCLUDE:

1. Post employment vacancies internally and post advertisements for all open positions.

2. Schedule and prepare documents for applicant interviews. Participate in interview panels for all open positions.

3. Prepares new hire packets and assists new employees with the completion of new hire paperwork.

4. Coordinate the enrollment or changes in benefit packets including retirement.

5. Maintain all employee files and coordinate FMLA and ADA accommodations.

6. Keep up to date on Human Resource laws & regulations, and exempt laws.

7. Assist in the development, maintenance, interpretation, and provision of information about personnel policies, procedures, and employee benefit plans.

8. Research and respond timely to employee requests for information about benefits.

9. Maintain shared leave pool balance and serve on shared leave committee.

10. Prepare quarterly safety presentations for maintenance staff and annual training for all staff.

11. Maintain Training requirement lists and books, and send reminders to complete required videos and documents (Cyber Awareness, EIV rules of behavior, etc…) Track completed employee training for MHDC inspections and bi-annual Management Certification.

12. Maintain Inspection log books for Elevators, Boilers, Fire systems, Pull Cords, Door Systems, etc..

13. Prepare and receive proposals for auditing companies.

14. Prepare and receive proposals for all Authority insurance policies and maintain insurance files.

15. Gather details and statements, submit, and monitor all insurance loss, damage, and worker’s compensation claims until closure.

16. Conduct research and compose replies to correspondence, detailed activity reports, memoranda, letters/notices to residents, etc. for others’ signatures.

17. Accumulates and reviews information to prepare and draft Annual and 5-year PHA Plans, Annual Capital Fund Plans, PHAS, semi-annual Section 3 and Davis Bacon Wage Reports, and bi-annual SEMAP certification and other required reporting.

18. Prepare or assist in the preparation, calculation, typing, and proofreading of documents and files being released to the public or residents.

19. Research and gather source material for the preparation of reports, articles, budgets, speeches, bids, or other purposes, and draft reports when requested.

20. Prepares reports when requested and distributes them after review by the requesting party.

21. Responsible for the timely posting of updates to the Personnel Policy, ACOP, Administrative Plan, and Family Self Sufficiency Manual with approval by at least one of the upper management staff Chief Financial Officer (CFO), Chief Executive Officer (CEO), Chief Operating Officer (COO), or Chief Housing Officer (CHO) before releasing.

22. Create & Print forms, spreadsheets, handouts, and postings for approval by the CFO, CEO, COO, CHO, and Maintenance Supervisor.

23. Maintain a list of all contracts with a calendar of expiration dates and bid timelines and notify the CFO, CEO, COO, CHO, and Maintenance Supervisor.

24. Creates/updates bid and contract documents for projects and services, advertises or solicits bids from contractor lists, bid planning, and meetings.

25. Creates and assists with bid tabs to determine winning bids/proposals.

26. Record and prepare a transcript at informal hearings.

27. Serve as an informal hearing officer when assigned by the CFO, CEO, or COO.

28. Provide backup to the Application Processor and lower-level Receptionist.

29. Serve as a notary.

30. Help with Setup of new computers and printers.

31. Back up Ordering supplies.

32. Preparation of Grant requests, projecting costs, gathering supporting documentation, required support letters, and submission.

33. Order, fill & collect funds from the Coke machine.

34. Other duties as assigned.

SUPPORTING DUTIES AND RESPONSIBILITIES:

1. Coordinate, review, and download requested security camera footage related to incidents requested by managers or police incident reports, showing criminal activity on Housing Authority property, as needed.

2. Create & print brochures, as needed.

3. Attend and/or participate in various meetings or fairs related to Housing Authority business during and after normal business hours, as needed.

4. Maintenance of First Aid Kits, as needed.

5. Website management, as needed.

6. Schedule the use of community rooms, as needed.

7. Run company errands, as needed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of the provisions and methods of application of personnel policies in general and ability to learn the policies of the Authority.

2. Experience with Microsoft Office Suite with expertise in Word, Excel, PowerPoint, Publisher, and Adobe. Setting up new computers & AS400 experience is a plus.

3. Comprehensive knowledge of business English, spelling, arithmetic, punctuation, filing, proofreading, and grammar with an attention to detail to ensure accuracy.

4. Ability to learn the practices, procedures, systems, and policies of the Housing Authority and ability to interpret them concisely and accurately to the public and employees.

5. Ability to carry out continuing assignments requiring the organization of material, the preparation of reports, and compliance with Housing Authority policies and procedures.

6. Ability to utilize general office machines and the JCHA computer systems to perform a variety of assigned tasks.

7. Ability to use resourcefulness and tact in all situations.

8. Ability to establish and maintain effective working relationships with other employees, department heads, vendors, contractors, and the general public.

9. Ability to maintain the confidentiality of documents, records, and information.

EDUCATION AND EXPERIENCE:

1. Graduation from a standard high school or vocational school supplemented by courses in personnel administration and/or technical support skills.

2. Experience in human resource administration including processing and defending workers’ compensation claims, benefit counseling, hiring and onboarding employees, and ADA compliance

3. Experience providing support to executives or managers.

4. Or an equivalent combination of education and experience to meet the required knowledge, skills, and abilities.

SPECIAL REQUIREMENTS:

1. Must be able to interface effectively with all levels of management and staff.

2. Must be socially adept and skilled in verbal and written communication.

3. Must be bondable.

4. Possession of a valid State of Missouri vehicle operator's license.

5. Must pass a drug test prior to employment and be able to work in a drug-free and smoke-free environment.

6. Notary Certification within 6 weeks of employment.

7. Human Resource training within one year.

PHYSICAL REQUIREMENTS:

1. Ability to physically utilize all standard office equipment.

2. Ability to drive a Housing Authority vehicle.

3. Ability to lift and move up to 25 pounds.

4. Ability to monitor and download surveillance camera video.

Job Type: Full-time

Pay: $15.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• Being federally subsidized we must provide a drug-free workplace. Despite marijuana being legal in MO, it is not legal federally. Pre & post drug screening, including marijuana, is required. Will this be an issue?

Ability to Commute:

• Jefferson City, MO 65109 (Required)

Ability to Relocate:

• Jefferson City, MO 65109: Relocate before starting work (Preferred)

Work Location: In person

Salary : $15