What are the responsibilities and job description for the Housing Administrative Specialist position at Yuma County?
JOB
This position is advertised from the minimum to the mid-point hourly rate. Salary will be determined based on education and experience at the time of offer. NATURE OF WORK Under general supervision performs professional administrative work considerable difficulty relating to administrative reports, detailed research projects, and the preparation of sensitive documents; this position has department specific responsibility.
EXAMPLE OF DUTIES
(Illustrative Only) Manages procurement and monitors inventory of office supplies; assists maintenance department with procurement and inventory of supplies; responsible for providing staff with office supplies when needed; responsible for preparing Air Forms / Agenda Items for Housing Department; responsible for managing and updating County website for the Housing department; assists and coordinates in the development of the County’s Request for Proposals (RFP) process for the Housing Department. Reviews, submits and tracks work orders requests to ITS department; responsible for inputting payroll in oracle for Housing Department; assists in preparing memos to be distributed to housing participants; responsible for processing travel arrangements and training registrations for the Housing Department; assist in processing work orders for finance department; prepares and gathers financial data to create the Capital Fund Program (CFP) annual and five year action plan; responsible for managing the CFP and all reporting documentation to HUD; coordinates and provides information to contractors and vendors regarding CFP projects; maintains computerized databases for CFP projects; responsible for obligating funds for the CFP; responsible for sending out invitations and requesting bids and quotes for CFP projects; manages the collection, analysis and reporting of the water treatment plant reports to ADEQ; responsible for the drawdown of funds for ROSS, FSS, Capital Fund, and operating Subsidy on ELOCCS; coordinates and prepares all items and forms for the auctions; coordinates any technical support with Lindsey Program; responsible for preparing the Housing Department five year action plan and Annual plan for FSS, Section 8, and ACOP; prepares various reports such as Section 3, Semi Annual Enforcement Report, and work orders; coordinates information technology operational needs for the department; prepares all bid documents and specifications; solicits bids and quotes; prepares contracts and purchase agreements for equipment and materials; researches vendor information and acquires price quotes; contacts clients and vendors to clarify requests and background information; maintains vendor and procurement files; prepares purchase orders from approved order requests; assists Housing Finance Department with (HAP) Housing Assistance Payment and Accounts Payables (AP’s) when needed; regular and reliable attendance is required; performs other duties as assigned.
SUPPLEMENTAL INFORMATION
Knowledge of: County policies and procedures; department guidelines, regulations, and statutes; principles and practices of office administration, management and supervision; staff research work, business English and report writing; records management principles; office computer hardware and software applications and office machines; basic accounting methods; supervisory principles, practices and methods. Skill in establishing and maintaining effective working relationships with employees, other agencies and the public; following written and verbal instructions; communicating effectively verbally and in writing; assigning and leading work of others; maintaining confidentiality. Skill in using office processing systems and other office machines; meeting deadlines and prioritizing work. Ability to: Operate general office equipment; follow written and verbal instructions; effectively respond to phone calls, emails and complaints in a timely manner; communicate effectively verbally and in writing; sit, stand, bend and lift up to 25 pounds; maintain a high standard of confidentiality; perform the essential functions of the job specifications with or without a reasonable accommodation. Work Environment: The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking and 20% standing. Working at a computer monitor for extended periods required. The job is performed under minimal temperature variations and under extreme likelihood of verbal abuse from hostile and frustrated customers.EOE/AA/ADAAA/M/F/V/D DRUG FREE WORKPLACE
This position is advertised from the minimum to the mid-point hourly rate. Salary will be determined based on education and experience at the time of offer. NATURE OF WORK Under general supervision performs professional administrative work considerable difficulty relating to administrative reports, detailed research projects, and the preparation of sensitive documents; this position has department specific responsibility.
EXAMPLE OF DUTIES
(Illustrative Only) Manages procurement and monitors inventory of office supplies; assists maintenance department with procurement and inventory of supplies; responsible for providing staff with office supplies when needed; responsible for preparing Air Forms / Agenda Items for Housing Department; responsible for managing and updating County website for the Housing department; assists and coordinates in the development of the County’s Request for Proposals (RFP) process for the Housing Department. Reviews, submits and tracks work orders requests to ITS department; responsible for inputting payroll in oracle for Housing Department; assists in preparing memos to be distributed to housing participants; responsible for processing travel arrangements and training registrations for the Housing Department; assist in processing work orders for finance department; prepares and gathers financial data to create the Capital Fund Program (CFP) annual and five year action plan; responsible for managing the CFP and all reporting documentation to HUD; coordinates and provides information to contractors and vendors regarding CFP projects; maintains computerized databases for CFP projects; responsible for obligating funds for the CFP; responsible for sending out invitations and requesting bids and quotes for CFP projects; manages the collection, analysis and reporting of the water treatment plant reports to ADEQ; responsible for the drawdown of funds for ROSS, FSS, Capital Fund, and operating Subsidy on ELOCCS; coordinates and prepares all items and forms for the auctions; coordinates any technical support with Lindsey Program; responsible for preparing the Housing Department five year action plan and Annual plan for FSS, Section 8, and ACOP; prepares various reports such as Section 3, Semi Annual Enforcement Report, and work orders; coordinates information technology operational needs for the department; prepares all bid documents and specifications; solicits bids and quotes; prepares contracts and purchase agreements for equipment and materials; researches vendor information and acquires price quotes; contacts clients and vendors to clarify requests and background information; maintains vendor and procurement files; prepares purchase orders from approved order requests; assists Housing Finance Department with (HAP) Housing Assistance Payment and Accounts Payables (AP’s) when needed; regular and reliable attendance is required; performs other duties as assigned.
SUPPLEMENTAL INFORMATION
Knowledge of: County policies and procedures; department guidelines, regulations, and statutes; principles and practices of office administration, management and supervision; staff research work, business English and report writing; records management principles; office computer hardware and software applications and office machines; basic accounting methods; supervisory principles, practices and methods. Skill in establishing and maintaining effective working relationships with employees, other agencies and the public; following written and verbal instructions; communicating effectively verbally and in writing; assigning and leading work of others; maintaining confidentiality. Skill in using office processing systems and other office machines; meeting deadlines and prioritizing work. Ability to: Operate general office equipment; follow written and verbal instructions; effectively respond to phone calls, emails and complaints in a timely manner; communicate effectively verbally and in writing; sit, stand, bend and lift up to 25 pounds; maintain a high standard of confidentiality; perform the essential functions of the job specifications with or without a reasonable accommodation. Work Environment: The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking and 20% standing. Working at a computer monitor for extended periods required. The job is performed under minimal temperature variations and under extreme likelihood of verbal abuse from hostile and frustrated customers.EOE/AA/ADAAA/M/F/V/D DRUG FREE WORKPLACE
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