What are the responsibilities and job description for the Administrative Assistant position at The Housing Authority of the City of Daytona Beach?
POSITION SUMMARY: The Administrative Assistant serves as a member of HDB’s administrative services team providing customer service to the public and both clerical and technical support to program and management staff in accordance with PHA and HUD guidelines. Duties include, but are not limited to: greeting the public, answering the phone and responding to questions and requests for information, operating office equipment, using desktop software, maintaining records, handling mail, managing employee calendars, organizing and distributing documents received regarding the Choice Neighborhood Grant. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills.
______________________________________________________________________________
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Greet visitors, answer questions about agency services including explaining program overview and process for participation in this grant.
- Answer the phone and take messages, route calls and messages to appropriate staff.
- Communicate with customers, employees, and other individuals to answer questions, disseminate, or explain information.
- Schedule appointments and maintain calendar for appointments specific to the Choice Neighborhood Grant.
- Ensure voicemail messages are being answered in a timely manner.
- Pick-up mail and packages from main office. Open, date stamp, and sort mail and route to appropriate destinations.
- Prepare material (notices, bills, newsletters, brochures, correspondence, etc.) for mailing by addressing and stuffing envelopes, printing and affixing labels and applying postage with postage machine; deliver mail to the post office.
- Prepare documents and offline publicity and correspondence to include flyers and public announcements.
- Compile, copy, sort, and file records of office activities and resident activities, including sending and receiving faxes.
- Use Microsoft Office Suite (WORD, EXCEL, Publisher, PowerPoint) to prepare documents, record information and maintain records (e.g. water usage by living unit; resident pet information.
- Assist with physical inventory of office supplies or other account tracking duties.
- Coordinate vendor services to include setting up for workshops and prepping food stations for meetings and events
- Coordinate office management tasks to improve efficiencies through review and organization of business processes.
- Coordinate projects among staff and partner agencies.
- Attend trainings and gain education, when necessary, recommended, or otherwise assigned to meet changing needs.
- Support public meetings and events as directed (arranging facilities, refreshments, and documents, etc.)
- Provide backup for other staff, attend meetings and training, and perform special projects as required.
- Perform any additional duties as assigned by CEO and/or Director of Resident Services or their designees.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
- Demonstrated knowledge of Microsoft Office Suite (Word, Excel, Publisher, PowerPoint) for data management and advanced knowledge of Word functions (including mail-merge).
- General office procedures, and the use of common office equipment.
- Must develop knowledge of HDB facilities and equipment such as printer, copier, postage and fax machines, and telephone system.
- Ability to establish and maintain cooperative working relationships with all those contacted in the course of work (including, but not limited to, fellow employees, community members, and tenants);
- To communicate effectively verbally and in writing; and to recognize and maintain confidentiality of personal information.
- Ability to organize and complete detailed work and solve practical problems in an office environment and to define problems, collect data, establish facts, and draw valid conclusions.
- Must develop knowledge of Yardi Voyager.
EDUCATION AND EXPERIENCED REQUIRED:
- Experience in Business English, spelling, punctuation, grammar and writing skills.
- Must possess high school diploma and/or equivalent.
- Two (2) years of office experience; must maintain a valid driver’s license.
SPECIAL REQUIREMENTS:
- Must possess a valid Florida Driver's License to operate a vehicle from the HDB pool.
- Must be insurable by the Authority's fleet insurance carrier.
- Must be bondable.
SUPERVISORY RESPONSIBILITIES:
- None.
POSITION TYPE AND EXPECTED HOURS OF WORK:
- This is a flextime 40-hour a week position. Schedule is determined by the needs of the grant. Must be available to work some weekends and evenings. This position is a 2 year assignment.
TRAVEL:
- Limited travel may be required for training purposes.
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. This is largely a sedentary role; however, while performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Filing is required, which would require the ability to lift files weighing up to 25 lbs., open filing cabinets, pushing and pulling object(s) weighing up to 75 pounds. Occasional stooping, kneeling, crouching.
