Administrative Assistant

1.
Primary Objectives.
This position will perform duties associated with clerical and related administrative assistant functions of a Public Housing Authority.
Duties include answering telephone; greeting clients; providing information; taking applications for housing assistance; prepare various housing reports, special documents or other special assignments as signed by administrative staff; prepare board packets; typing and editing correspondence and forms as assigned; receiving and distributing mail; posting mail; preparing Delinquent Notices of Rent and 10-Day and 14-Day Notices to Pay or Quit (Vacate); maintaining staff appointments, scheduling and rescheduling appointments as needed; assist office clerk when necessary with rent review packets, etc.
; receiving and posting of rent payments, maintenance payments, security deposit payments and repayment agreement payments; maintain rent and maintenance agreement binder; typing and mailing appointment letters for Technicians; and performing other related duties commonly assigned to an administrative assistant position.
Duties include backup for preparing deposits and deliver to bank along with delivery of mail to post office; maintaining office equipment and supplies including ordering and/or purchasing supplies as requested; prepare work order billings; and other related duties as necessary.
Duties also include prepare landlord letters for Voucher participants for Annual Rent Reviews; review files for verifications needed for Voucher participants and Public Housing Annual Rent Reviews; pull files for all rent reviews for each Voucher and Public Housing Technician; prepare forms for each verification and mail; set appointment dates and prepare letters for Annual Rent Reviews.
Set up inspection of units for Voucher participants and Public Housing tenants for Annual Rent Reviews; prepare inspection forms for inspectors; record inspection dates and locations on inspector’s calendars; prepare inspection letters to Voucher participants and Public Housing tenants.
Prepare initial files for Voucher participants and Public Housing tenants; insert all forms and information required for lease-up.
Maintain copies of all forms used by Technicians (in the extra office for initial files and by the back copier).
2.
Scope of Duties.
Responsibilities of this position consist of duties that are varied and complex.
Decisions involve the prioritizing of duties to be performed in a timely, accurate and consistent manner and/or as requested by the staff member assigning work.
Work may be assigned to administrative assistants by all administrative personnel.
Specific guidelines are provided for accomplishing duties but require individual to apply guidelines appropriately to individual tasks.
Minimum management responsibility is required.
This position will be expected to perform specific routine duties that involve many separate tasks, procedures, processes or methods.
This position has limited impact on decisions in performing duties that produce a standard product or provide a service used by others in making decisions.
3.
Minimum Qualifications.
Certification or college degree or minimum 3-years office/secretarial experience Computer experience.
Money handling experience would be beneficial.
Bondable.
Accuracy in work.
4.
Desirable Knowledge, Skills and Abilities.
Prefer experience working with the general public.
Money handling experience would be beneficial.
Knowledge and/or skills required will generally be gained through training, educational workshops and seminars, and/or relevant experience.
Interpersonal skills are required to be able to consistently apply common courtesy in working with staff and public.
5.
Salary Range.
The salary range for this position is $33,280.
00 ($16/hr) per annum plus fringe benefits.
6.
Disclaimer Clause.
This job description is not intended and should not be construed to be a complete list of all responsibilities, duties, skills, efforts or working conditions associated with the job.
It is intended to be an accurate reflection of those principal job elements essential to making fair pay decisions and for determining job performance.
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