Dept. Administrative Assistant - Skilled Trades bei AKRON METROPOLITAN HOUSING AUTHORITY

AKRON METROPOLITAN HOUSING AUTHORITY

Job Title:                                Department Administrative Assistant - Skilled Trades

Reports to:                             Assistant Capital Projects Manager

Department:                          Construction

Date:                                        September 2024

FLSA Status:                         Non-Exempt

 Minimum:  $19.24 Hourly

General Purpose:

Performs secretarial and related services for a department or division.  Assists division/department/staff with various departmental programs/projects.                                                                                                    

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.  Other duties may be assigned. 

• Supports specific departmental programs in the form of activities such as recordkeeping, report generation, data tracking, follow-up, logging, calculating, telephoning, mailing and filing as assigned.   Ensures that assigned work is completed accurately and on a timely basis.  Responds to requests in a prompt and courteous manner.  
• Manage billing/invoicing for Skilled Trades by watching over overtime on payroll verses time entered on to work orders.  Enter time from daily timesheets.  Verifying that time paid equals time worked on work orders
• Enter new employees in TenMast, create craft codes for Skilled Trades along with attaching correct dollar amount for invoicing purposes. 
• Manage Capital Work Orders so that the correct information is listed on to the work order including specific general ledger numbers.
• Notify the State of Ohio Bureau of Motor Vehicles of disposition of vehicles sent back to Enterprise or those sold at Auction. 
• Manage and send E-checks for all vehicles on Fleet Master to State of Ohio. 
• Manage and create new vehicles in the Enterprise system and our Fleet Master file. Assign vehicle numbers to new vehicles and print off maintenance cards for each vehicle.  Manage all paperwork to be properly placed into the vehicle, i.e. accident report forms, monthly vehicle sheet, fuel card, insurance. Send all leased vehicle titles back to Enterprise once license plates are received.  Notify Enterprise when we are ready to have vehicles returned.
• Notify and send to all parties in AMHA Lease Schedule and notify Administrative Assistant Housing Services to get insurance, making sure that all accidents are noted on Fleet Master and paperwork is in the master file for the specific vehicle. 
• Send Fixed Asset report for all vehicles returned to Enterprise and later report all vehicles sold at Auction.  
• Cover for Scattered Sites Foreman and Assistant Capital Project manager when not in the office for the day by collecting, scanning daily time sheets and work orders, and printing work orders.
•  Order and receive all appliances for Scattered Sites. Receive all stock for Scattered Sites and Mohawk.
• Back-up to Assistant Capital Project Manager and SS Foreman on payroll by approving payroll and having Senior Accountant approve time off requests.
• Credit card reconciliation for Skilled Trades staff and the Scattered Sites Maintenance Manager.
• Contact Garage door companies to make repairs.
• Greet visitors to department, actively inquires about how the visitor may be assisted, provides accurate information in response to questions and comments, and directs visitors to appropriate staff members.  Always represents department and Agency in a professional and courteous manner.
• Orders supplies for Pest Control and office supplies while adhering yearly budget.
• Receives departmental telephone calls promptly and responds to caller inquiry or routes call to appropriate staff member.   Ensures that callers are attended to and do not remain on hold.  Takes accurate messages.
• Prepares and composes letters, financial applications, memorandums and reports as required, ensuring that documents are accurate and free from grammatical errors.  Take meeting minutes as required and transcribes accurately. 
• Receives, sorts and distributes departmental mail timely and accurately.  Orders and maintains office supplies.  Copies, collates, distributes and mails materials as necessary.  Ensures that files and filing systems are up to date, accurate and neat at all times.  Schedules meetings and ensures that meeting attendees are aware of the meeting, the place and time, and the subject of the meeting.

Miscellaneous

• Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded and that subordinates, as appropriate, are cognizant of such goals and contribute to achieving them.
• Maintains a record of acceptable attendance and punctuality.
• Other duties as assigned

Behavioral Competencies:  This position requires incumbents to exhibit the following behavioral skills:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.  This skill is characterized by the following types of behaviors:

•           Takes initiative to make things happen

•           Maintains positive “can-do” attitude; successfully meets or exceeds goals

•           Demonstrates dedication to and understanding of the mission of the organization

•           Takes ownership of issues and problems, even when originating in other areas

•           Consistently demonstrates effort to meet and exceed internal/external client expectations  

•           Overcomes obstacles to complete projects/tasks successfully

•           Continuously improves own performance standards and results

•           Makes specific changes in work processes to improve performance

•           Learns and applies new information quickly

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind.   Recognizes working colleagues as customers. This skill is characterized by the following types of behaviors:

•           Treats customers with courtesy and concern; responds promptly, professionally and politely 

•           Anticipates what customer wants, and works to provide it

•           Initiates action/response to customer complaint/inquiry

•           Responds in a timely, effective manner, even if just following-up

•           Considers every customer interaction as important

•           Always delivers on customer commitments; measures performance

•           Translates customer information to others in the organization with a need to know

•           Ensures that consultation, products and services delivered address the customer's needs by asking customer for feedback.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.  This skill is characterized by the following types of behaviors:

•           Willingly shares information

•           Recognizes important information and ensures that others that need to know are informed.

•           Clearly and concisely expresses ideas and concepts orally and in writing

•           Listens openly and non-judgmentally

•           Expresses disagreement tactfully and sensitively

•           Summarizes input, then checks for understanding

•           Listens without interrupting

•           Uses correct grammar, spelling and punctuation

•           Maintains eye contact when speaking

•           Thinks through main ideas that he/she is trying to express

•           Ensures information is accurate; stops rumors from spreading 

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.  This skill is characterized by the following types of behaviors:

•           Will not ignore a problem, even if it is not one's direct responsibility

•           Anticipates and acts to avoid a future problem

•           Reacts quickly and positively to customer and co-worker inquiries

•           Puts the highest priority on accomplishing objectives

•           Takes responsibility for one's own actions

•           Ensures fair share of work is completed

•           Appropriately shares credit for work and ideas with co-workers and subordinates

Minimum Qualifications, Education and Certifications:

High school diploma and 3-5 years’ experience in an administrative or secretarial capacity.  Demonstrated proficiency with PC word processing and spreadsheet applications.

Physical Requirements. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

Physical demands may include kneeling, reaching, pushing, fingering, manipulating, talking, hearing, sitting for extended periods, crouching, standing for extended periods, stooping, walking, lifting up to 10 lbs. and repetitive motion using a keyboard, telephone and calculator.  The visual acuity requirements include viewing a computer monitor and extensive reading.

Working Conditions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Office environment.

AMHA offers a safe workplace culture; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans