Administrative Assistant

ADMINISTRATIVE ASSISTANT

SALARY: $3,246.89 - $3,585.06 / biweekly; $84,419.14 - $93,211.56 / annually

Project position up to 24 months

(Appointment is generally made at one of the first three steps, depending on qualifications)

CLOSING DATE/TIME: Thursday, February 8th, 2024 at 8:59 PM Pacific Time

DEFINITION

Under the supervision of a Department Director or comparable level executive, performs varied and responsible administrative and clerical tasks, and other related work as required.

ESSENTIAL FUNCTIONS

• Relieves an administrator of a variety of administrative and clerical detail;
• Receives, greets, and screens a variety of visitors and telephone calls and makes appropriate referrals;
• Conducts special studies; prepares administrative reports; types reports and other materials;
• Communicates information on established agency programs and procedures;
• Assists department directors on administrative problems and procedures;
• Studies and evaluates operating programs and procedures and assists in the installation of new programs and procedures;
• independently analyzes data;
• Assists in budget preparation;
• Composes correspondence and procedural memoranda; prepares reports;
• Monitors attendance records, Processes industrial claims, and certain aspects of payroll;
• Maintains confidential and administrative files.

MARGINAL FUNCTIONS

May perform dispatching duties and/or supervise staff; performs other related work as required.

MINIMUM QUALIFICATIONS

Graduation from high school and completion of 48 semester units of general education from an accredited college or university;

Two years of responsible professional experience in relieving an administrator of assigned administrative detail, analyzing data and problems and making recommendations; and independently preparing reports;

Bilingual skills in Mandarin, Cantonese, Vietnamese and/or Spanish are a plus.

Equivalent combinations of education, training and experience will be considered.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF: principles, problems and methods of public administration, including personnel and fiscal management; office management principles and basic accounting skills; methods and procedures; administrative survey techniques and skill in their application; statistical and research methods.

ABILITY TO: reason logically and analyze problems of organization and management; carry out assignments without detailed instructions; communicate effectively, both orally and in writing (or with audio and visual capacities); type 55 wpm (word processing experience highly desirable); and maintain confidentiality.

TO APPLY:

Please complete an employment Application online at www.oakha.org. Applications must be received by 8:59 p.m. on Thursday, February 8th, 2024.

ADDITIONAL INFORMATION FOR APPLICANTS

Thank you for your interest in employment at the Oakland Housing Authority.

To apply for this position, applicants must complete and submit an online application at www.oakha.org by the date indicated; a current, detailed resume may be attached but will not be accepted in lieu of a completed employment application.

All applications and resumes will be carefully screened. Those applicants whose education and experience most closely match the requirements of the position will be invited to compete in the examination process. Candidates who compete successfully in this examination will have their names placed on a List of Qualifiers. An appointment will be made from the List. For some positions, an experience/training rating and/or written evaluation of candidates will be used in lieu of the oral examination. The names of the highest-ranking candidates will be placed on the List of Qualifiers, and the final selection will be made from this List. College degrees or units required for the position will be verified prior to final appointment. If this information cannot be verified for a candidate, the candidate's name will not be placed on the List of Qualifiers. All appointments are subject to the approval of the Executive Director.

All prospective employees must pass a physical examination and drug screening by an Authority-designated physician. A pre-employment criminal history background check will also be conducted for all positions. For positions requiring use of an Authority vehicle, candidates' driving records will be checked prior to appointment. To be eligible for appointment, each candidate must possess a valid California Class C driver's license and a driving record acceptable to the Authority's insurer. All prospective employees must also provide proof of American citizenship, or legal resident status and the legal right to work in the United States.

Prior to becoming permanent, new employees must successfully pass a probationary period.

BENEFIT INFORMATION

Employees of the Authority enjoy a competitive fringe benefit program.

SICK LEAVE is accrued at the rate of one day per month.

VACATION LEAVE for new employees is accrued at the rate of 10 days each year. There are also fifteen (15) paid holidays each year.

RETIREMENT - The Authority is a member of the Public Employees' Retirement System (PERS). The Authority also participates in Social Security.

COMPETITIVE HEALTH, DENTAL, AND VISION INSURANCE is available.

GROUP LIFE INSURANCE is fully paid by the Authority.

Management, supervisory, professional and confidential employees are also entitled to a management benefit package allowance and five days of administrative leave per year.

The Oakland Housing Authority does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, veteran's status or disability in the employment or the provision of services.

In compliance with the federal, state and local disability laws, the Oakland Housing Authority will provide equal employment opportunities to all qualified individuals, without regard to disability. The Authority is committed to making reasonable efforts in the examination process to accommodate applicants with disabilities. Individuals requesting reasonable accommodation in the examination process must do so no later than five (5) working days after the point of invitation by the Authority to an examination, otherwise it may not be possible to arrange accommodation for this selection process. The Human Resources Department will make reasonable efforts in the examination process to accommodate disabled applicants. Applicants with special needs, please call (510) 874-1575 (voice); (510) 832-7331 (TDD).