What are the responsibilities and job description for the Executive Assistant position at Rockford Housing Authority?
PRIMARY RESPONSIBILITIES:
The Executive staff position provides high-level administrative and management support to the CEO or designee and the Board of Commissioners. The role requires the utmost confidentiality, discretion, and professionalism in handling sensitive information. The incumbent must be able to work independently with minimal supervision, exercise sound judgment, and assume authority when necessary. Responsibilities include managing multiple assignments simultaneously, making informed decisions within the scope of the position, and performing administrative functions with exceptional proficiency. Additionally, this role may require work beyond standard business hours to meet organizational needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1.Maintains appointment calendar pertaining to the CEO or designee.
2.Receives and directs all phone calls and business contacts for the CEO or designee.
3.Provides phone triage for CEO or designee.
4.Collects and assembles data for reports, meetings, conferences and hearings.
5.Composes correspondence, takes and transcribes dictation, and types memoranda and documents on behalf of the CEO or designee and Board of Commissioners, including but not limited to correspondence, memoranda, and documents relating to labor relations policies, collective bargaining proposals, and employee grievances, and contract administration.
6.Provides administrative support to the CEO or designee and the Board of Commissioners
7.Coordinate and complete travel arrangements for the CEO or designee and staff, as assigned.
8.Oversees the general operations of the Executive/Administrative Offices. Acts as a resource person for all functions of the Executive Offices. Handles daily business activities, routing operational matters to the respective departments when appropriate.
9.Prepares and distributes agendas, reports, board recommendations, and other essential documentation for Board meetings. Takes official minutes of board meetings and maintains a log of official minutes and board resolutions.
10.Notifies media and other appropriate parties of all regular and special board meetings.
11.Attends all regular monthly and special board meetings.
12.Maintains executive office filing system.
13.Manages special assignments as requested by the CEO or designee.
14.
Takes minutes at all meetings, including leadership, solutions, roundtables, and labor relations, and as assigned by the CEO or designee, and distributes them as necessary.
Competencies
1.Leadership.
2.Project Management.
3.Communication Proficiency.
4.Collaborates and coordinates with other operating units.
5.Diversity and Inclusion.
6.Adaptability
7.Personal Effectiveness/Credibility.
MINIMUM QUALIFICATIONS REQUIRED AT TIME OF APPLICATION
1.Associate degree in Business Administration or two (2) years of college in business-related course work (preferred) with one (2) years of increasingly responsible administrative support experience in an executive or managerial setting; or
High School graduate with a minimum of five (5) years of increasingly responsible administrative support experience in an executive or managerial setting.
2.Proficient in current office management and practices.
3.Ability to maintain effective work relations with other employees, all department heads, Housing Authority residents, and federal, state and local government representatives.
4.Ability to work without supervision.
5.Ability to compose clear and concise correspondence and reports.
6.Ability to effectively communicate both verbally and in writing.
7.Thorough knowledge of business English, spelling and arithmetic.
8.Ability to operate a wide variety of office machines.
9.Must be willing to demonstrate proficiency in typing/word processing.
10.Must possess a valid driver's license, be insurable by RHA and able to provide personal transportation as needed to perform duties (reimbursement will be made per RHA Travel Policy). A copy of current driver's license and personal vehicle liability insurance (if operating a personal vehicle while on RHA business) must be on file in Human Resources.
SCOPE OF AUTHORITY:
Makes decisions relative to the position and provides assistance and direction to employees, as needed. Leads administrative support staff and ensures agency standards are met.
COMMUNICATION:
All communication will follow the guidelines outlined in the current Rockford Housing Authority's communication plan.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations for persons with known disabling condition will be considered in accordance with State and Federal law.
The noise level in the work environment is usually moderate.
All positions with the Rockford Housing Authority require a valid State of Illinois driver's license. If you are relocating from another state, a valid driver's license from your current state will be accepted temporarily. However, in accordance with Illinois state law, you must obtain a valid Illinois driver's license within 90 days of establishing residency.
Salary : $52,000 - $65,000
