AKRON METROPOLITAN HOUSING AUTHORITY

Job Title: Resident Services Administrative Assistant

Reports to: Assistant Director for Resident Services

Department: Resident Services

FLSA Status: Non-Exempt

Minimum: $19.24 hourly

General Purpose:

The primary purpose of this position is to provide support to the Directors and program managers in the department by coordinating external and internal communications regarding program activities to residents and identifying creative ways to provide outreach to resident populations. The incumbent works closely with Resident Services Team Leaders to ensure outreach efforts are streamlined. In addition, the incumbent handles communications with residents and community inquiries via telephone or in person and provides general information or directs to the appropriate person.

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.

• Provides assistance and administrative support to the Director and Assistant Director of Resident Services, Building for Tomorrow and other department leadership staff as needed including recordkeeping, document generation, and track expenses, daily follow-up with assistant director, emailing or other electronic communication, 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 Office and develops appropriate solutions and/or recommendations; serves as back-up for department secretary and other administrative clerical staff as assigned

• Serves as the primary point-of-contact for external communications to residents for RS programs and ensures consistency in the presentation of those communications; reviews staff communications to ensure coordinated presentations and messages with respect to programs and activities for residents.
• Processes stipend/incentives (gift cards/checks), A/P check requests, mileage, conference and travel arrangements for program staff,

• Drafts, reviews, and revises substantive correspondence as appropriate.
• Responsible for relaying collated, timely reports for all RS staff, Finance, and Payroll.
• Coordinate work assignments per RS Work Request with Team Leaders for Secretary or intern.
• Proofread documents for accuracy all resident organization fliers/newsletters created by Marketing Analyst, Secretary or intern

• Maintains a comprehensive calendar of events of all program activities to ensure efforts are not duplicated within the department with respect to resident outreach. Communicates with staff regarding coordination of scheduled events and event preparation.
• Collaborate with marketing analyst regarding process for preparing marketing materials (fliers, brochures, handouts, labels etc.) for resident events to ensure proper and effective communication of program offerings. Where necessary, works with printing and mailing vendors.
• Coordinates production of monthly newsletters; drafts articles and/or works with staff to obtain articles for compilation.
• Targets various resident populations through creative use of media, such as: fliers, internet, word of mouth, mailers, etc.
• Maintains resident and other mailing lists. Works closely with the Program Development Leader and Resident Services Secretary to ensure that all data entry duties are completed timely for Tracking At-A-Glance, Requests for Services, etc.
• In a team setting, plans, coordinates, and hosts events and stakeholder and client advisory briefings.

• Assists Resident Services Department with marketing for any events, as needed.
• Assists Service Coordinators and Resident Services Team Leaders in developing presentations or other instructive materials/handouts for resident and community events.
• May conduct surveys of resident populations (as needed) and publish findings and/or create reports or special presentations for management use.
• Gathers, compiles, analyzes, and presents information and statistics for special projects.
• Responsible for purchasing program or event materials and consumables in a timely fashion.
• Performs other duties as assigned.

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 policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to Resident Services
• Knowledge of the applicable HUD rules and regulations as they pertain to public housing
• Knowledge of social services and resources available through community agencies
• Knowledge of the needs and attitudes of the physically, socially, and economically disadvantaged, including the youth and elderly population and ability to communicate with individuals of varying social, educational, and economic backgrounds
• Knowledge of database reporting
• Ability to exercise initiative, use sound judgment in analyzing situations, and make decisions in a timely manner
• Ability to present information, both orally and through writing, effectively and in a clear, concise, and convincing manner
• Ability to prepare clear, concise, visually attractive, and accurate reports, correspondence, instructions, training manuals, and other written materials
• Ability to exercise tact and diplomacy in dealing with sensitive, complex, and confidential issues and situations
• Ability to maintain confidentiality

• Ability to assimilate information and present it in a creative, concise, and visually attractive manner for a wide variety of uses

• Ability to establish and maintain effective working relationships with employees, tenants, officials, and the general public

Education, Experience and Certifications:

High school diploma or GED and a minimum of 3-5 years of administrative experience[SC1] in communications, journalism, graphic design, or marketing is required, or an equivalent combination of education and experience. Must possess a valid Ohio driver’s license and be insurable under AMHA’s policies.

Computer Skills:

To perform this job successfully, an individual should have strong computer skills and be proficient in Microsoft Office applications. Familiarity with Tenmast and graphic design software such as: Adobe Photoshop, InDesign, Pagemaker or other is desirable. 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

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.