Housing Authority of the Birmingham District - Administrative Assistant (Finance & Administration) presso Housing Authority of the Birmingham District

Summary

The primary purpose of this position is to perform a variety of routine accounting functions in support of The Housing Authority of the Birmingham District’s Finance Department. The incumbent is responsible for reviewing, processing, and performing various duties, including data entry, General Ledger maintenance, tenant accounts receivable, Accounts Payable, and Accounts Receivable processing. This position enters data into the computer system, answers the telephone, and assists residents with questions and complaints. Coordinates financial data with other departments,

All activities must support the HABD mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work.  Other responsibilities, duties, and skills may be required and assigned as needed. 

• Ability to understand basic bookkeeping practices and procedures. 
• Excellent organizational skills and attention to detail. 
• Excellent written and verbal communication skills. 
• Ability to follow verbal and written instructions. 
• Ability to type 30 words per minute. 
• Proficient in Microsoft Office Suite or similar software. 
• Experience with accounting software. 
• Answers telephone calls and handles resident questions and complaints. ? Prepares letters and correspondence for the Finance Department. 
• Assists department staff with all clerical, filing, and document processing. ? Transcribes funding applications, homeownership documents, and other related materials. ? Prepares monthly reports on client data for department staff. 
• Assists with scheduling and implementing departmental meetings and special events  associated with the Finance Department. 
• Assists department staff with coordinating arrangements for training and travel. 
• Transcribes departmental meeting minutes, housing counseling, and relocation meeting  notes. 
• Scans documents; organizes and files departmental data; provides documents to internal  departments and external entities upon request. 
• Maintains punctual time and attendance. 
• Coordinates purchasing for the department. 
• Ensures all paperwork is completed correctly. 
• Performs other related duties as assigned.

Job Competencies

• Understanding key policies, procedures, functions, and staff in the Finance department. 
• Knowledge of applicable Department of Housing and Urban Development (“HUD”) rules  and regulations as they pertain to public housing Finance 
• Knowledge of the laws and regulations on HUD finance 
• Knowledge of records management practices and general office administration best practices and procedures. 
• Ability to maintain cooperative and effective relationships with intra and interdepartmental personnel and any external entities the position interacts with. 
• Ability to analyze and interpret housing policies and procedures. 
• Ability to read and interpret documents such as budgets and procedure manuals. 
• Ability to communicate with people from a broad range of socio-economic backgrounds. 

Behavioral Competencies

This position requires the incumbent toe exhibit the following behavioral skills:

• Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.
• Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
• 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 work colleagues as customers.
• 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 an understanding of the comments and questions of others; listens effectively.
• Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

• An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone.
• The employee may occasionally transport up to 25 pounds.

Work Environment

• The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Office environment: The noise level in the work environment is moderate.

• High School Diploma or GED equivalent required and a minimum of 3-5 years of professional  experience in an administrative or office management role. An equivalent combination of  education and experience may be considered. 

• Some positions may require possession of a valid driver’s license and the ability to be insurable  under HABD’s automobile insurance plan at the standard rate.