Administrative Assistant Clerk

Classification:           Administrative Assistant Clerk 
FLSA Status:            Non-Exempt 
*This position is full-time, in office, Monday-Friday with 40-hour workweeks.*

Definition: 
 
To perform a variety of highly responsible and complex secretarial, administrative and/or clerical accounting duties in support of assigned department, division, or program; to coordinate and participate in office support functions in support of the goals and objectives of the area of assignment; and to provide information and assistance to the public regarding Housing Authority policies and procedures.  To support the members of the management team in various administrative areas.  
 
Essential Functions: 
 
1)    Perform a variety of complex administrative, secretarial, and/or clerical duties in support of executive management and the organization. 
 
2)    Obtain third party verification of income, expenses, and assets for annual and interim changes. 
 
3)    Conduct meetings with applicants and/or tenants related to housing programs. When necessary, assist in leasing procedure to include showing units.  
 
4)    Collects, reviews, and verifies documentation to ensure applicants meet HUD standards, such as family composition, income, asset and expense information, citizenship, background information and reasonable accommodations.  
 
5)    Review, research and summarize a variety of fiscal, statistical, and administrative information; coordinate and participate in the preparation of various reports, memoranda, and correspondence of a legal, technical, or confidential nature.  
 
6)    When Necessary, maintain a calendar of activities, meetings, and various events for assigned staff, schedule meetings and coordinate activities within Housing Authority departments, outside agencies, and the public. 
 
7)    Screen office visits telephone calls and e-mails; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; Prepare and scan highly sensitive and confidential files for Housing Specialists or management. 
 
8)    Serve as liaison for the Housing Authority; answer questions and assist in resolving sensitive and controversial issues. 
 
9)    When necessary, perform a variety of the full range of general clerical duties including filing, record keeping, and data processing. 
 
10)    As assigned, oversee, and review the work of office staff; provide training as necessary; provide information on office procedures; respond to and resolve inquiries; recommend improvements in workflow, procedures and use of equipment and forms. 
 
11)    Perform related duties and responsibilities as required. 
 

Qualifications: 
 
Knowledge of:  
 
•    Federal, state, and local rules and regulations governing the Housing Authority program. 
•    Principles and practices specific to organizational policies and procedures. 
•    Methods and techniques of data collection, research, and report preparation. 
•    Modern office procedures, methods and equipment including computers, scanners, and Microsoft Office Suite. 
•    Principles and practices of records management. 
•    Principles of business letter writing and report preparation. 
•    English usage, spelling, grammar, and punctuation. 
•    Safety awareness and emergency protocols. 
•    Understand and adhere to HUD policies and procedures and incorporate them with the PHA Administrative Plan and/or Admissions and Continued Occupancy Policy, as well as other organizational policies and procedures. 
 
Ability to: 
 
•    Interpret and apply pertinent Federal, State, and local laws, codes, and regulations as well as Housing Authority policies and procedures. 
•    Type and enter data at a speed necessary for successful job completion. 
•    Organize, schedule, and execute assignments independently. • Provide support and/or assistance to other departments as needed • Prepare clear and concise administrative reports as directed. 
•    Communicate clearly and concisely, both orally and in writing; ability to effectively interact with a diverse tenant and landlord population 
•    Establish and maintain effective working relationships with those contacted in the course of work, including Housing Authority officials and the public. 
•    Maintain physical condition appropriate to the performance of assigned duties and responsibilities.   
•  
 
MINIMUM QUALIFICATION 
 
Equivalent to the completion of the twelfth grade supplemented by additional specialized training in secretarial sciences, accounting, or other related fields. 
 
 
PREFERRED EXPERIENCE  
 
Three (3) years related experience and training to include administrative, secretarial, and/or clerical experience 
 
 
LICENSE OR CERTIFICATION 
 
Possession of a valid Colorado driver’s license.    
 
WORKING CONDITIONS   
 
Environmental Conditions 
 
Office environments; exposure to computer screens, keyboards 
 
Physical Conditions 
 
Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, and walking and bending for extended periods of time.   
 
 
**Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specifications are not intended to reflect all duties and/or responsibilities performed within the job. 
 

Salary : $21 - $25