Executive Assistant to the Executive Director

POSITION DEFINITION: A confidential, highly responsible position that provides a variety of administrative assistance as required by the Authority. The position may consist of participation in management strategy development, planning, resource evaluations, and supporting the overall achievement of the agency's goals and objectives.

ESSENTIAL DUTIES:

 Plans, organizes and assumes responsibility for monitoring activities assigned to or directed to the Executive Director’s staff.

 Performs clerical and administrative duties such as scheduling appointments, providing information to callers, preparing meeting agendas, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail.

 Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the Executive Director, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events.

 Analyzes and/or coordinates all information and reports to be accurately presented to the Board of Commissioners of the Housing Authority of the City of Middletown and the Board of Directors of Forest City Development Corporation (FCDC), an affiliated entity

 Attend board meetings for the Authority and FCDC, confirm attendance for meetings, draft and post minutes for all meetings.

 Prepare and disseminate agendas and board packages for all board meetings.

 Posts minutes, notices, board materials, solicitations and other documentation to the Authority website and performs other webmaster duties as assigned.

 Posts meeting notices to the City of Middletown as required.

 Performs other board support tasks to both boards as assigned.

 Assists in writing documents which represent the position of the Executive Director.

 Disseminate operating orders and instructions from the Executive Director to staff in oral or written form.

 Purchases, tracks and distributes all office supplies (to include procurement coordination with Authority IT vendor for IT supplies).

 Plans, schedules and coordinates authority wide training and travel.

 Coordinates with new vendors to obtain W-9s and other intake information, creates new vendors for payment in the Authority financial system

 Addresses and redirects resident complaints and community concerns to the appropriate department head in a timely fashion.

 Assists in or executes planning and coordination for resident meetings and activities.

 Creates and reviews reports upon request; reviews all submissions for accuracy, timeliness of submission, and completeness of submission.

 Serve as Authority records retention officer and bulk shred coordinator.

 Ensures proper distribution of all Authority related communication.

 Assists in the establishment of procedures for the effective administration of the Authority.

 Responsible for appropriate handling and timely response of all correspondence/inquiries relative to areas of responsibility.

 Manages all special requests/projects assigned by the Executive Director.

 May participate in management strategy development, planning, resource evaluations and overall achievement of the Agency’s goals and objectives.

 May prepare documents for legal transactions.

 Maintains legal documentation.

 Files correspondence and legal documents in office filing system

 Provides administrative support across various departments as needed.

 If bilingual, performs translation of necessary correspondence as required by the Authority.

 Responds to emergencies as required.

 Performs other duties as required.

 Maintains strict confidentiality on restricted information, files and records.

QUALIFICATION REQUIREMENTS:

 Bachelor’s Degree in Business Administration, Associates Degree or equivalent experience preferred.

 Professional administrative experience required, preferably in public sector environment.

 Knowledge of the principles and practices of public housing management/maintenance preferred

 Demonstrated ability to work and make effective decisions independently

 Demonstrated ability to manage changing priorities.

 Demonstrated leadership abilities within a multi-faceted environment.

 Proven interpersonal, negotiation, project management and communications skills.

 Demonstrated ability to contribute to, embrace and facilitate change.

 Demonstrated ability to establish and maintain effective working relationships with employees at all levels, professional groups and the general public.

 Must have a strong customer service orientation, and maintain a positive professional attitude in representing the proper image of the Authority at all times.

 Demonstrated ability to make clear, logical, written and oral presentations.

 Demonstrated computer literacy/proficiency with all applicable software. Knowledge of Microsoft Office is required.

 Ability to read, analyze and interpret general business periodicals, technical procedures, or governmental regulations.

 Ability to effectively present information and respond to questions from groups of managers, clients/tenants, and the general public.

 Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

 Must interpret a variety of instructions furnished in written, oral diagram or schedule form.

 Demonstrated ability to maintain strict confidentiality in all matters

 Ability to travel, as needed.

 Ability to work extended hours within a stressful and demanding environment.

 Bilingual Preferred –English/Spanish; communicate both orally and written.

CERTIFICATE/LICENSE: Connecticut Motor Vehicle Operator's License. PHM Certification preferred, Paralegal certification or completion of course work leading to a paralegal certificate preferred.

PHYSICAL DEMANDS:

SEDENTARY (requires lifting 10 lbs., carrying small objects) X

LIGHT (requires lifting 20 lbs., with frequent carrying of up to 20 lbs.)

MEDIUM (requires lifting 50 lbs., with frequent carrying of up to 25 lbs.)

HEAVY (requires lifting 100 lbs., with frequent carrying of up to 50 lbs.)

VERY HEAVY (requires lifting over 100 lbs., such as moving furniture)

CODES: C = Continuously, F = Frequently, O = Occasionally, and R = Rarely

A. Standing F H. Reaching F O. Crawling R

B. Sitting C I. Handling F P. Bending O

C. Walking F J. Fine Dexterity F Q. Twisting O

D. Lifting R K. Kneeling O R. Climbing R

E. Carrying R L. Crouching O S. Balancing R

F. Pushing/Pulling R M. Foot Controls O T. Vision C

G. Hearing C N. Talking F U. Other

"The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified."

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Middletown, CT 06457 (Required)

Ability to Relocate:

• Middletown, CT 06457: Relocate before starting work (Preferred)

Work Location: In person

Salary : $50,000 - $55,000