Administrative Assistant- Comm Dev/Housing

Position Purpose/Summary

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Responsible for the independent exercise of administrative judgment and decision, under authority specifically delegated by the department head, in carrying out complex and highly responsible administrative and clerical functions, procedures, assignments, and studies of major departmental importance and consequences, and may involve collateral responsibility for acting as confidential secretary to the department head. Work is performed under general direction with review through reports and conferences. Supervision may be exercised over clerical employees.

Essential Functions

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• Supervises fiscal and clerical activities of the Offices of Housing and Community Development, including serving as main front office point of contact for the general public during regular business hours
• Provides administrative and/or clerical support to departmental programs and projects
• Attends to miscellaneous clerical responsibilities, i.e. answers phones, provides assistance to walk\-in customers, sorts and distributes mail, orders and maintains accounting of office supplies, assists with special projects and departmental mailings, files
• Assists with general customer service concerns as needed, including assisting customers with completion and submission of program applications and providing referrals to relevant local social service and/or housing programming
• Responsible for data entry and maintenance of spreadsheets, and program files and/or records
• Assists with outreach and programmatic correspondence, email blasts and mailings
• Supports accounts payable activities; enters requisitions and schedules payment when converted to purchase order; sends batches to Comptroller
• Provides assistance updating departmental websites
• Provide assistance with employee time tracking/management system
• Serves as receptionist to Department Head; schedules meetings and fields phone calls
• Performs related work as required

Knowledge, Skills, and Abilities

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• Considerable knowledge of departmental programs, functions, operations, policies, and procedures with respect to work performed
• Thorough knowledge of rules, regulations, laws, and ordinances governing the work performed
• Thorough knowledge of modern office practices, procedures, and equipment.
• Considerable knowledge of the principles and practices of modern office management and supervision
• Considerable general knowledge of the organization, programs, functions, and interrelationship of the various municipal departments
• Considerable knowledge of local housing and community development related services and programming
• Working knowledge of administrative analysis and research the preparation of administrative reports
• Ability to carry out general and special studies and assignments, requiring the organization of material and development of work methods in areas where no standardized procedures exist
• Ability to assemble, develop, evaluate, and analyze data in special administrative and clerical areas, and to make recommendations affecting policies and procedures based on this work
• Ability to develop, lay out, install, and revise departmental clerical procedures and operations
• Ability to make independent work decisions in accordance with governing policy, law, rules, and regulations
• Ability to interpret departmental policies, rules, regulations, and the laws under which it operates, to subordinates and the general public
• Ability to enforce rules and regulations firmly, tactfully, and impartially
• Ability to independently compose departmental correspondence based on precedent, brief notations, or general instructions
• Ability, as required, to type accurately and with moderate speed from copy of more than average difficulty
• Ability to maintain clerical records, and to make computations and tabulations, of considerable complexity, and to make reports based on this work
• Ability to establish and maintain effective working relationships with administrative officials, subordinates, and the general public
• Ability to express oneself clearly and concisely orally and in writing

Education and Experience

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• High school diploma or equivalent, including or supplemented by courses in general office work
• Minimum of three years of experience in difficult and responsible department clerical work, including considerable supervisory experience
• Bilingual preferred

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non\-bargaining agreements.

Medical/Dental/ Vision

75% City Subsidized

All health insurance plans include Dental and Vision

Retirement

Available to employees working 20\+ hours per week

Paid Vacation

Earned vacation time can be taken after 6 months of service. Earned time is accrued.

Paid Holidays

All City employees receive 11 paid holidays per year.

Paid Sick Time

Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days

Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA)

A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training

On the job and instructor led courses available

Employee Assistance Program

Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit

Easy, convenient, and free!