What are the responsibilities and job description for the Administrative Assistant II position at Lucas Metropolitan Housing Authority?
Position Title:
Administrative Assistant II – Housing Choice Voucher Program
Classification Title:
Specialist II
Reports to:
Vice President of HCVP
Department:
Housing Choice Voucher Program
FLSA & Union Status:
Salaried; Exempt
Non- Union
Employment Status:
Full-Time
Summary
The primary purpose of this position is to provide administrative support and assistance to the Housing Choice Voucher Program (HCVP) Department, and serve as a liaison with other departments, staff, and outside agencies. The incumbent is responsible for assisting the Vice President of HCVP in the preparation of collective negotiations. The incumbent is also responsible for the compilation and preparation of a variety of complex reports, overseeing assigned special projects.
All activities must support Lucas Metropolitan Housing Authority (“LMHA” or “Authority”) mission, strategic goals, and objectives.
Essential Duties and Responsibilities
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.
- Performs a variety of administrative work on behalf of the Vice President of HCVP, such as maintaining department’s budget and calendar; generates outgoing memos and other forms of correspondence, including personnel-related matters; attends to administrative issues on behalf of the department.
- Serves as a liaison with other departments and outside agencies, including executive level staff (CEO, President); processes confidential and non-routine information, including, but not limited to, employee discipline documents, departmental reports and/or information for collective bargaining purposes; explains policies when necessary; administers portions of the Collective Bargaining Agreement as directed by the Vice President of HCVP.
- Ensures assigned work is completed accurately and in a timely manner; responds to requests promptly and courteously; identifies administrative needs of the department to develop appropriate solutions and/or recommendations.
- Approves requests for leave of absence (e.g., sick time, training) in the absence of the Vice President of HCVP, with prior approval; submits requests to the Vice President of HCVP for review and approval; sends confirmation to staff.
- Prepares reports, memos, agendas, and routine correspondence or replies from verbal or written instruction; disseminates information to appropriate personnel.
- Attends department meetings, records minutes, and distributes time-sensitive information.
- Works with vendors, suppliers, and contractors on behalf of the Vice President of HCVP; receives incoming calls and responds to general inquiries from other departments, staff, contractors, residents, and the general public; transfers calls to the appropriate staff member.
- Drafts and edits contract documents, technical specifications, graphs, and charts as specified to comply with HUD, LMHA, Board of Commissioners, President and CEO, or other requirements.
- Enters and monitors repayment agreements for HCVP Department, keeps track of receipting once posted from Finance, performs collections activities as appropriate when payments are not received as required per the agreement, sends correspondence for late and/or non-payment of agreement, schedules and attends information hearing as it relates to repayment agreements.
- Collects and processes weekly department invoices for payment; collaborates with the Finance Department.
- Assists with the preparation and administration of the department and/or affiliates budgets; monitors budgets on a monthly basis; drafts related financial reports and analysis.
- Drafts and prepares final documents; submits final version to supervisor for approval and signature.
- Schedules hearing panel for resident grievances, drafts decisions, and issues notification to pertinent parties.
- Monitors voucher holder retroactive debits owed to LMHA; completes transactions, as required.
- Assists in the set up and monitoring of internal and external events for the HVCP Department.
- Meets all job safety requirements and all applicable OSHA/PERRP safety standards that pertain to essential functions.
- Performs other duties as assigned.
Education and/or Experience
Associate’s Degree in business administration or related field and a minimum of three (3) years of experience performing responsible and confidential clerical and administrative tasks. An equivalent combination of education and experience may be considered. Must possess a valid Ohio or Michigan driver’s license and be insurable under the Authority’s plan.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Physical Demands
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment. The noise level in the work environment is usually moderate.
This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.