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ADMINISTRATIVE SPECIALIST I - ASSISTED HOUSING PROGRAMS
Closing Date: September 13, 2010
| Company: | San Antonio Housing Authority
San Antonio, TX |
| Job Location: |
San Antonio, TX (Bexar County) |
| Employment Type: | Full Time |
| Department: | Assisted Housing Program/Section 8 |
| Salary Range: | $10.60 |
Description: | | Performs major administrative work for the Assisted Housing Program Department; sets appointments, enters data, processes documents, provides customer service and otherwise relieves professional staff of administrative work and business detail. Routinely interacts and works with clients, owners, and general public of diverse backgrounds. Work is performed under established policies and office procedures. | Duties: | · Types correspondence, requisitions, memoranda, budgets and other documents.
· Answers phones, screens calls and responds to inquiries from owners, clients, SAHA personnel and the general public in order to answer general questions regarding housing, or refers inquiries to an appropriate source for answers.
· Assists with administrative functions involving the waiting list, inspections, informal hearings, and recertification’s to include mailing notifications and appointment scheduling.
· Takes minutes of meetings as needed.
· Maintains appointment and meeting calendars, makes necessary meeting and travel arrangements when required.
· Audits employee payrolls and keep time and attendance information.
· Conducts business in compliance with all applicable rules, regulations, policies and procedures.
· Reviews documents for validity and accuracy of information; records, files, and distributes related paperwork.
· Requisitions and maintains inventory of office supplies and equipment.
· Demonstrates courteous and cooperative behavior with interacting with clients, owners, visitors, and staff.
· Deals with highly confidential/sensitive correspondence and must maintain confidentiality.
· Manages client’s file integrity in accordance with privacy and confidentiality laws and regulations.
· Maintains a working knowledge of policies and procedures as established by HUD and/or SAHA.
· As necessary prepares replies to routine correspondence.
· Receives and routes mail and prepares outgoing mail.
· Gathers data from files and other sources and types reports.
· Maintains records and develops and maintains filing systems and/or databases as required.
· As necessary coordinates office activities.
· Performs day-to-day data entry.
· Operational expertise in Microsoft Office.
· Other duties as assigned.
| Qualifications: | MINIMUM REQUIREMENTS
· High School Diploma or GED.
· Administrative, secretarial and/or clerical work experience.
· Texas Class “C” driver’s license at the time of placement and be insurable by the Housing Authority’s liability and fleet insurance carrier.
PRFERRED REQUIREMENTS
· Associates Degree (A.A) or equivalent from a two-year college or technical school.
· Bilingual speaker and writer and knowledge of housing programs.
· Typing test certification with a minimum of 40 net words per minute.
KNOWLEDGE, SKILLS, AND ABILITITES
· Ability to maintain effective working relationships with co-workers, supervisors, and the general public.
· Ability to understand and follow verbal and written instructions.
· Ability to communicate effectively, both verbally and in writing.
· Ability to work in a team and independently.
· Ability to work with a diverse population.
· Customer service skills and techniques.
· Basic reading, writing, and mathematic skills.
· Time management, organizational, problem solving, and interpersonal skills.
· Detail oriented.
· Computer literate to include Microsoft Office with the ability to learn new software applications.
· Ability to operate a computer and other office equipment as assigned.
· Ability to analyze problems and determine appropriate course of action.
· Ability to project a professional image at all times.
· Ability to work in a fast paced environment.
· Skill in assessing and prioritizing multiple tasks, projects, and demands while meeting established deadlines.
· Ability to plan, schedule and organize workload.
· Knowledge of record keeping and record management.
· Ability to learn applicable regulations, rules, policies, and procedures.
CORE COMPETENCIES
The following personal attributes are considered essential requisites for effective performance of the holder of this position.
· Problem-Solving Expertise: Identifying and defining problems/goals including scope and sequence or priorities for attainment; selecting and implementing alternative solution strategies; and supervising resources, constraints, and contingencies.
· Supervisory/Administrative Skills: Basic set of supervisory skills involved in the efficient administration of this function including directing, implementing, motivating/communicating, and evaluation the services it provides for the organization.
· Positive Thinking & Attitude: Maintains a positive work environment by creating job motivation, remaining enthusiastic about taking on challenges, demonstrating an “I care” attitude, approaching others in a pleasant, happy, and upbeat manner, and always finding the positive aspect of a negative situation; ability to resolve conflict in positive ways.
· Communicates Effectively: Presents ideas clearly and influentially through various means; identifies/shares important information in a timely manner; appears knowledgeable and confident in communicating information.
· Work Ethic: Dependable and meets commitments by exhibiting willingness to put in extra hours or “do whatever it takes” to get the job done. Available and presentable for work on a consistent and timely basis.
· Organization: Develops plans to achieve objectives by identifying resources needed, time allocations, and anticipated obstacles. Utilizes planning tools and methods for prioritizing, organization and following through.
PHYSICAL DEMANDS
· Evening and weekend work may be required.
· Physical requirements include occasional lifting/carrying of 5-10 pounds.
· Visual acuity, speech, and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment.
· Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.
ETHICS
As a public agency, SAHA is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism and honesty and to merit the respect of co-workers, clients, vendors and the general public. Applicants selected for employment are expected to serve the public with dedication, concern, courtesy, and responsiveness.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
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