Housing Authority of the Birmingham District - Administrative Assistant (Client Engagement) presso Housing Authority of the Birmingham District

Summary

Under the supervision of the Directors of Workforce Development and Client Services, the Administrative Assistant will provide comprehensive administrative services, including performing various secretarial and clerical duties related to maintaining and implementing the administrative functions of the Housing Authority within the department, division, or area of placement or designation. The incumbent will also coordinate inter-office systems and activities related to the secretarial functions.

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.

• Administrative support to the Directors of Workforce Development and Client Services, including but not limited to day-to-day scheduling, composing, typing/entering and proofing correspondence, making appointments, operating office equipment and automated systems, making policy and procedures readily available, receiving calls and greeting visitors, program recruitment, etc. 
• Establish and maintains a comprehensive filing system for HUD and other forms, including but not limited to reports, contracts, MOUs, HUD regulations, financial data, etc. 
• Develops and maintains, and updates confidential filing systems.
• Compiles various data to incorporate into reports to establish a quick list of information, including but not limited to a summary of program and/or imitative participation, assessment results, grant partnership documentation, etc.
• Makes, receives, and directs telephone calls to and from HABD residents, employees, and the public. 
• Resolves and routes client complaints, concerns, and problems to the appropriate individuals or departments.
• Receives and distributes incoming mail and reviews and responds to incoming correspondences.
• Answers telephone calls and handle resident questions and complaints.
• Assists department/division staff with all clerical, filing, document creation, and processing.
• Prepares an Excel spreadsheet with a list of staff members’ sites and locations. 
• Update spreadsheets and distribute to department/division heads accordingly as staff relocations take place.
• Assists with scheduling and implementing departmental/division meetings and special events associated with Workforce Development and Client Services divisions.
• Assists department/division staff with coordinating arrangements for training and travel.
• Conducts and prepares routine correspondence and memorandums
• Scans documents; organizes and files departmental data; provides documents to internal departments and external entities upon request.
• Organizes and maintains records, data, logs, and a complex filing system.
• Coordinates the purchasing for the department/division.
• Compares purchase orders to invoices; prepares a payment request.
• Submits IT requests to the respective department for the Client Engagement department, including Workforce Development and Client Services
• Assists in compiling and organizing materials for meetings and reports; provides arrangements for meetings and special events; provides various support services as needed.
• Assists in scheduling and coordinating meetings on the Workforce Development and Client Services Director’s calendar; confirms appointments and locations.
• Delivers various messages, materials, and documents as required.
• Operates all office equipment effectively, including telephone, facsimile, copier, scanner, computers, etc.
• 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 to 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 four (4) 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.