What are the responsibilities and job description for the Administrative Assistant position at PHILLIPSBURG HOUSING AUTHORITY?
Job Summary
This is an exempt position responsible for administrative and operational support functions of the Authority. This position is responsible for compiling Board meeting packets for the monthly meeting. This position will also be responsible for updating the PHA website and assisting the Executive Director with administrative and operational matters. This role requires strong organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced environment.
Duties and Responsibilities
A. Essential Functions
1. Advertises all vacant positions, legal notices and RFP’s.
2. Respond to HUD Newark Field Office Inquiries.
3. Handle confidential information with discretion and professionalism.
4. Sort, prioritize and disburse daily mail.
5. Collaborate & Coordinate necessary reports with Capital Fund Consultant.
6. Attend Meetings & take minutes with outside vendors; ie, architect, contractor, etc.
7. Responsible for the operation and care of office machines and equipment.
8. Answers all correspondence to the Executive Director.
9. Assist the Executive Director with completing the Board Meeting Packets.
10. Transcribe minutes.
11. Maintains and updates Board resolutions.
12. Maintain all records in accordance with records retention policy.
13. Attend and take notes for all hearings requested by applicants and/or current residents.
14. Updates website with all pertinent information.
15. Update and maintain the No Trespassing List.
16. Research new flat rent amounts on database and update in PHA-Web.
17. Update and maintain the Tenant Oxygen/504/Handicapped Lists.
18. Orders all office supplies via computerized order system.
19. Process work orders when needed.
20. Process requisitions when needed.
21. Update ACOP and Admin Plan as needed.
22. Update Personnel Policy as needed.
23. Maintains a binder of annual contracts with listing of expiration dates.
B. : Other Duties & Responsibilities
1. Schedule Community Room Events.
2. OPRA Records Custodian.
3. Notary.
4. Organize trainings with PHA-Web, Nan McKay, Nelrod, etc. as needed.
5. Schedule staff attendance at conferences.
6. May be required to travel overnight.
7. Assist with event planning and logistics when needed.
8. Update front office procedures when necessary.
9. Performs all other related duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
1. Strong organizational and time-management abilities.
2. Knowledge of Microsoft Office Suite.
3. Excellent written and verbal communication skills.
4. Ability to complete all reports legibly.
5. Ability to compile reports and compose correspondence.
6. Ability to read, interpret, and apply complex policies and procedures.
7. Possess good spelling and grammatical skills.
8. Must have and maintain a current driver’s license and be insurable under the Authority’s automobile insurance.
REQUIRED QUALIFICATIONS:
Must possess a high school diploma or equivalent; an Associate’s Degree in Business or higher is preferred. Required knowledge, skills, and abilities for this position would normally be gained through two (2) years at an accredited college or university in a related field and/or five (5) years experience and/or training, preferably, work in public housing/ local government field. ur skills will be recognized and your contributions celebrated.
Pay: From $50,000.00 per year
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $50,000