Administrative Assistant

Duties and Responsibilities

• Types detailed correspondence, notes, articles, flyers, brochures, reports, letters, forms, memos, and other documents from copies, rough drafts, or verbal information/instruction. Proofreads typed materials for accuracy.
• Will proof, revise, and/or review letters, reports, contracts, charts, etc. on an as needed basis.  Will follow through with projects from beginning to end.  Must be able to keep detailed notes and manage time efficiently.
• Will read/analyze memos, letters, reports, and notes to determine their proper distribution, which may include incoming correspondence, faxes, e-mail, and/or regular mail.         
• Will open and distribute incoming mail and process outgoing mail.  Will work up postage reports, copier usage reports, or any other equipment related reports.  Will take the mail to Mail and More, Postal Distribution Center, and/or Post Office.         
• Maintains files of reports, records, correspondence, manuals, books of procedures, bulletins, and other materials according to established classifications.  Will also retrieve corporate documents, records, and reports.
• Operates and maintains general office equipment such as:  computer, printer, copier, typewriter, and calculator.
• May take dictation in the form of notes in meetings, directions, conversations, etc.  Will transcribe notes in written form and dispense to appropriate persons.
• Place calls to outside agencies and set up conference calls.  May assist in giving information to callers, routing calls to appropriate persons, taking messages, or preparing well-organized notes.  May make meeting, travel, and/or conference arrangements, and set up appointments.

Additional Housing Duties and Responsibilities 

• Communicates with Principals of HUD, WVHDF, and other funding agencies in regard to HRDE’s managed multi-family sites.
• Composes informational correspondence to staff, and other agencies, as required.
• Responsible for tracking important event schedules such as:  MOR’s, REAC’s, and responses to HUD and other Agencies.
• Attends and participates in Housing and HRDE Policy meetings and makes suggestions for improvement.   
• Performs other job-related duties as assigned by the Executive Director.

Qualifications

Must have a high school diploma or equivalent with secretarial background.   Must be able to type 60-70 words per minute with less than five errors.  Must be able to set up a filing system and file accurately.  At least five years of experience in all phases of office work is required.  Must have excellent communication skills, both written and oral.  Must possess above average knowledge of business English, spelling, punctuation, and grammar.  Must have the ability to be extremely flexible in order to undertake a variety of assignments and have the ability to organize time efficiently among varied duties and tasks.  Must possess the ability to stay on task with constantly changing workloads, many interruptions.  Must be proficient in computer operations and word processing software applications; such as:   Excel, Microsoft Office, and Windows.   This position is classified as "sedentary work" by the Dictionary of Occupational Titles; therefore, individuals employed in this position must be able to lift a maximum of 20 pounds with or without an accommodation.  Must possess the required minimum traits to meet the responsibilities of the position described herein.  As this position will require periodic travel, a valid driver’s license and adequate transportation is necessary to perform this job.