Administrative Assistant

The Jacksonville Housing Authority is an equal opportunity/affirmative action employer. It is the policy and the intent of the Jacksonville Housing Authority to provide equal opportunity in employment for all persons, and in all aspects of its personnel policies, programs, practices, operations, and in all its working conditions and relationships with employees and applicants for employment. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, age, disability, genetic information, veteran status, or any other protected class status applicable under local, State of Florida or federal law.

POSITION

JOB DESCRIPTION

Job Summary

Provide help to supervisors and department staff by answering calls and inquiries pertaining to HUD grants, NOFA's and social service programs. Prepare letters and reports, coordinate meetings and community events, and receive and transmit information. Prepare for meetings by reserving meeting location, preparing agenda and notifying people scheduled to attend. Coordinate services such as obtaining office supplies, payroll and communicating with outside vendors and officials. Conduct research to obtain information for use in preparing reports, formulating plans, operations and budgets. Maintain files and community resource listings for resident assistance, track incoming and outgoing correspondence, and handle confidential documents appropriately.

Essential Job Functions

A. Coordinate office services and assist supervisor and other staff with administrative functions

• Transmit orders and instructions for supervisor, verbally or using Email
• Coordinate meetings by reserving the meeting room, preparing agenda and related documents, and notify participants scheduled to attend meetings
• Prepare letters and reports in accordance with established procedures
• Receive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staff
• Compose meeting minutes based on notes and recordings made during meetings
• Screen mail and calls for supervisor, and staff
• Attend meetings as needed
• Maintain schedule for supervisor, including receiving invitations, sending appropriate responses, designating type, time and place of events, and making travel arrangements as needed
• Maintain files in accordance with established procedures
• Assist RMC and RAB officers with basic admin support
• Assist and participate in community events and tenant driven activities

B. Support the Resident Services department and operational functions as needed

• Coordinate payroll operations by reviewing timesheets, providing information, updating records,
• preparing reports, etc. in order to ensure that payroll checks and related information, such as leave, are correct
• Assist in budget preparation as needed
• Conduct research in order to obtain information for report preparation, formulating future plans, and for forecasting needs for the future
• Prepare periodic and special reports as needed
• Assist in division offices, as needed for special projects or to fill in for someone who is out for a period
• Coordinate routine and special functions, such as payroll, purchases of office supplies, equipment, and other items, coordinating services from outside vendors and contractors, etc. by communicating with outside vendors and individuals inside the organization
• Prepare mass mailings inviting new participants to the initial FSS orientation.
• Prepares and distributes FSS information packets to new participants during orientation

MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or G.E.D. Certification plus five years of progressively responsible clerical experience which included using computers and maintaining files or an equivalent combination of education and experience. Experience with MS Office Suite, web-based applications, and a relational database preferred. Experience with YARDI a plus.

Required Knowledge, Skills, and Abilities

• Understanding of office management practices, filing systems, and record-keeping.
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software like Canva.
• Awareness of HUD grants, NOFAs, and social service programs.
• Ability to conduct research and gather information for reports, plans, and budgets.
• Strong verbal and written communication skills for answering inquiries, drafting letters, and coordinating meetings.
• Excellent organizational skills to manage files, track correspondence, and maintain community resource listings.
• Ability to prioritize tasks, manage schedules, and meet deadlines.
• Aptitude for identifying issues and implementing effective solutions.
• Ability to work collaboratively with team members, vendors, and officials.
• Capability to handle multiple tasks simultaneously without compromising quality.
• Keen eye for detail to ensure accuracy in documentation and correspondence.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Flexibility to learn new software and systems quickly and adapt to changing work environments.
• Proficiency in planning and organizing meetings and community events.

Core Competencies

• Written Communication: Ability to draft clear and concise emails, reports, and other documents.
• Verbal Communication: Effective in-person and phone communication skills, including active listening and appropriate tone.
• Time Management: Prioritizing tasks and managing time efficiently to meet deadlines.
• Multitasking: Handling multiple tasks simultaneously without compromising quality.
• Software Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software like Canva.
• Adaptability: Ability to quickly learn and adapt to new software and systems.
• Analytical Thinking: Ability to analyze situations and develop effective solutions.
• Resourcefulness: Finding innovative ways to overcome challenges and improve processes.
• Team Collaboration: Working effectively with team members, vendors, and officials.
• Customer Service: Providing excellent service to internal and external stakeholders.
• Accuracy: Ensuring all documentation and correspondence are error-free.
• Confidentiality: Handling sensitive information with discretion and maintaining confidentiality.
• Planning and Coordination: Organizing meetings, events, and projects efficiently.
• Tracking and Reporting: Monitoring project progress and preparing reports.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The work is primarily conducted in an office environment, with interaction with external/internal clients.

Other: Must possess a valid driver's license and be insurable by Jacksonville Housing.

We anticipate hiring at the minimum of the respective pay grades per contractual obligations.

We are an EOE & DFWP. A successful applicant will be required to pass a background check including but not limited to employment history, criminal record and driving record, and may be subject to a pre-employment drug screening.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.