JOB
Open internally until April 19, 2024Open externally until March 26, 2024.Class Title: Administrative Support TechnicianPosition Title: Finance Administrative Support Technician Accountable To: Chief Financial Officer Department: FinanceBand: AGrade: 1Subgrade: 3FLSA Status: Non-Exempt Class Summary: Incumbents perform a wide variety of office support activities which require routine decision-making and office experience Distinguishing Characteristics: The Administrative Support Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Professional, which is responsible for performing specialized activities related to the area assigned to. Position Summary: This position is responsible for providing support to the administrative functions of the Finance Department. These responsibilities include scanning; digitally filing and organizing Department documents; filing physical copies of documents; and adhering to the Department’s document retention policy. This position is also responsible for sorting and delivering the Department’s physical mail; sending out checks, invoices, rent statements, and year-end tax forms; preparing physical copies of important Finance Department documents, such as the annual budget; coordinating the office supply needs of the Department and other staff; and performing any other duties as assigned.
EXAMPLE OF DUTIES
Duty: % Of TimeEssential DutyYes/NoPerformanceStandardsAchievedY/NScan, file, save and organize the Finance Department’s documents in the department’s document retention system. Maintain a coherent and logical file storage structure.20%YesUnderstand and implement document retention policies in accordance with the Department of Housing and Urban Development, the Code of Federal Regulations, and the State of Minnesota.Assist Finance Department and Housing Policy staff in drafting internal document retention policies.All files are scanned or saved digitally in the department’s document retention system in a timely manner. All record-keeping is done accurately, with no documents filed in error.File storage structure maintains coherence and ease-of-use for Finance staff. File and store physical copies of documents. Destroy physical documents outside of document retention period.20%YesAll files that are required to be maintained in their physical form are stored and filed in a logical, coherent manner that allows for their use. No documents are filed in error.Documents outside of the document retention period for that file type of securely destroyed in a timely manner. Mail routine items such as checks, invoices, rent statements and year-end tax forms.20%YesAll PHA forms and documents are done accurately and sent out in a timely manner. Department support staff responsibilities. 15%YesProvide clerical support to the Chief Financial Officer, Assistant Controllers, and Accountants as directed. Sort and deliver the Department’s mail. Send and receive of interoffice mail.10%YesAll mail and interoffice communications are delivered to the appropriate Finance Department staff in a timely manner. Completes assigned reports and special projects in an accurate and timely manner.10%YesConstruct the physical copy of the annual budget book. Multiple copies of the budget book are compiled, printed, put in binders, and delivered to the CFO, Deputy Executive Director, and Executive Director in a timely manner.Assist with assembling monthly Board packets.Coordinate with administrative staff in other departments for travel and training arrangements.Create, revise and update publications and newsletters as directed. Coordinates the office supply needs of the Department and staff; assists in the selection, order processing, and distribution of supplies5%YesOffice supplies are monitored and replenished as necessary.Monitor and order paper supplies from the storeroom as necessary.Monitor and order printer cartridges and toners as needed for shared printers. Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.As required Must travel to various PHA sites and other locations that are required by the nature of the work.As required Performs other duties of a similar nature or level.As required
SUPPLEMENTAL INFORMATION
Knowledge (position requirements at entry): Knowledge of: Customer service techniques;Professional etiquette;Basic record keeping practices;Word processing;Knowledge of general workplace policies and procedures. Skills (position requirements at entry): Skill in: Communication and interpersonal skills;Use of computer programs such as Microsoft Word, Excel, and other related software applications;Organizational skills;Ability to maintain files, records, and databases;Use of general office equipment such as computers, printers, and fax machines; Perform basic and routine mathematical calculations;Ability to work well with individuals from a wide range of diverse backgrounds and experiences;Ability to write in a clear and concise manner.