AKRON METROPOLITAN HOUSING AUTHORITY

Job Title: Administrative Assistant 

Reports to: Executive Office Manager

Department: Director’s Office and Finance

Date: February 2024

FLSA Status: Non-Exempt

 Minimum: $19.24 Hourly

General Purpose: 

The primary purpose of this position is to assist the Director’s Office and Finance Department of the Akron Metropolitan Housing Authority (“AMHA” or “Agency”) by providing administrative support and coordination for projects, reports, communications, publications and special events planning related to the Director’s Office and Finance Department. The incumbent also ensures appropriate support and development for project goals, timelines and desired outcomes, coordinating with other members of the Director’s Office and Finance Department, as assigned. 

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned. 

• Prepares spreadsheets for the Agency’s annual operating budget and distributes them electronically to appropriate management staff for completion of their requests; computes projections based on historical expenditures; loads the budget into the enterprise software system for each front line and support department, Local Housing Authority (LHA) business activity, blended and discrete component unit, and Low Income Public Housing (LIPH) asset management project (AMP); maintains the budget calendar; and assists in answering inquiries related to budget expenditures.
• Calculates the financial ratios and scores for the Management Assessment Sub-System (MASS) and the Financial Assessment Sub-System (FASS) under the Public Housing Assessment System (PHAS) for the monthly production report.
• Drafts correspondence, technical reports and status reports for the Board; performs statistical analysis; ensures documents are consistently formatted and grammatically correct.
• Provides clerical and administrative support to the Executive Director and the Deputy Director as needed including recordkeeping, document generation, data tracking, follow-up, telephoning, mailing and filing; ensures that assigned work is completed accurately and timely; responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations; serves as back-up for other administrative and clerical staff as assigned. 
• Greets visitors to department; actively inquires about how the visitor may be assisted; provides accurate information in response to questions and comments; directs visitors to appropriate staff members; represents department and AMHA in a professional and courteous manner.
• Serves as a backup to the Executive Assistant when out of the office.
• Provides clerical and administrative support to other AMHA departments on an as needed basis; stands in as needed at the front desk when staff is on vacation or sick.
• Assists the Executive Assistant with coordinating special events and projects as directed (i.e., AMHA Calendar, employee service award program, etc.)
• Maintains staff vacation schedules.
• Scans remote bank deposits and determines proper code for each one
• Ensures that files and filing systems are current, accurate and neat at all times.
• Supports other departmental activities as needed.

Miscellaneous

• Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded.
• Attends meetings and follows up as necessary.
• Maintains a record of acceptable attendance and punctuality.
• Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Behavioral Competencies: This position requires incumbents to exhibit the following behavioral skills:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers. 

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Job Competencies:

Knowledge of the policies, procedures and goals of the Finance Department; general knowledge of finance and accounting; basic understanding of the U.S. Department of Housing and Urban Development’s regulations and procedures with regard to asset management and finance; strong analytic and problem solving skills; knowledge and experience in clerical support, administrative planning and coordination activities; ability to take initiative, prioritize, and complete work with minimal supervision to meet deadlines; ability to prepare meaningful financial reports, summaries and presentations incorporating findings and conclusions; knowledge of records management processes and procedures; knowledge of grammar, spelling and punctuation; ability to perform mathematical calculations; must possess proper telephone etiquette, tact, and interpersonal skills; skills in multi-tasking and prioritization; ability to maintain confidentiality.

Education, Experience and Certifications:

High School diploma or equivalent; Associate’s or Bachelor’s degree preferred; and a minimum of three (3) years of progressively responsible experience as an administrative assistant or the equivalent combination of education and experience. 

Computer Skills:

To perform this job successfully, an individual should have strong computer skills and extensive knowledge of accounting, database, e-mail, calendaring, internet, spreadsheet and word processing software. Knowledge of common office equipment and machines as well as a proficiency in typing is required. Must be able to learn other computer software programs as required by assigned tasks.

Physical Requirements: 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:

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Office environment with occasional offsite meetings. Moderate noise level.

AMHA offers a culture committed to diversity, equity and inclusion; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans.