Administrative Assistant

CLASSIFICATION: Administrative Assistant

DEPARTMENT: Housing Choice Voucher

DATE OPENED: March 7, 2017

FILING DEADLINE: November 30, 2016

SALARY RANGE: $1,881.00 – $2,287.00 Bi-Weekly

EMPLOYMENT TYPE : Regular/Full-Time

Definition

Under the direct supervision of the Director of Housing Choice Voucher Program, the HCV Administrative Assistant provides administrative support to HCV operations, conducts research and special projects on a wide variety of issues in support of the Program Director’s goals and objectives. The HCV Administrative Assistant is responsible for projecting a professional company image by providing prompt and courteous service all while providing accurate information through a first touch resolution approach. Must possess strong decision making skill and use sound judgment at all times when interacting to effectively manage relationships and expectations. Effectively interact with program participants, employees and community partners in a professional courteous manner.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Director of Housing Choice Voucher Program. No supervision exercised.

EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)

Management reserves the right to add, modifies, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to the HCV Director by assisting with sensitive and complex duties of an advanced nature
• Receives, screens, directs and routes visitors, mail, and telephone calls. Refers callers to the appropriate staff or other source.
• Develops or assists in the development of office workload and planning standards
• Order office supplies and other purchases as necessary.
• Maintains the daily schedule and monthly calendar of activities for the HCV Director; makes appointments; schedules and makes arrangements for meetings, travel, public events and conferences.
• Composes, types and edits a variety of document including detailed and often confidential correspondence, forms, memos, reports, and other documents from rough draft, handwritten copy, verbal instruction of other form; proofreads materials for accuracy, completeness, compliance with departmental policies, format and English usage, including grammar, punctuation, and spelling. Prepares agendas and takes minutes for a wide variety of meetings.
• Applies administrative decisions and policies to a variety of problems or situations.
• Relieves supervisor of administrative detail; may monitor budgetary and expenditure activities.
• Recommends improvements in workflow, procedures, forms and equipment use.
• May participate in the employee selection process; provide supervision to lower level secretarial and clerical staff; assign and evaluate work; apply progressive disciplinary action, as required.
• Establishes and maintains manual and electronic filing and document tracking and retrieval systems.
• Prepares, obtains appropriate signatures, routes and tracks the disposition of purchase requisitions, personnel request forms and other forms and documents.
• Maintains logs of purchase requisitions, personnel request forms and other official documents that are subject to multiple reviews at different levels or locations within the organization.
• Monitor programmatic operations to ensure compliance with federal, state, and local statutes, rules, regulations, policies, procedures and guidelines.
• Maintains office files, including sensitive/confidential issues
• Orders furnishings, equipment, materials and supplies.
• Researches and responds personally to inquiries, complaints, and requests for information and assistance from the general citizenry and government officials.
• Examine and analyze existing operations, systems, policies, procedures and processes and prepare recommendations for change or improvement.
• Collects, compiles and converts information and data into reports, graphs, charts and tables.
• Duplicates, collates and distributes official documents, consistent with established deadlines.
• Attend meetings involving a variety of internal and external staff or other agencies.
• Other duties and/or special projects as assigned

QUALIFICATIONS

Knowledge of:

Principles, practices, methods, techniques, policies and procedures of office management and administration,, standard office and computer applications such as Microsoft Word, Excel, PowerPoint, principles and procedures for record keeping and reporting, principles and practices of data collection and report preparation; business letter writing and formats for reports; basic mathematical functions and statistical reporting; perform other duties as assigned.

Ability to:

Identify, gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations; use computer applications, including e-mail, word processing, spreadsheets, databases and the internet to prepare correspondence, reports and other documentation independently or with little direction, extract and process information and create and maintain records; prepare clear, accurate and well-organized reports, memos, and correspondence; speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups; listen, ask appropriate questions and effectively elicit information; establish and maintain effective working relationships with staff, officials and the general public; respect right of privacy and exercise discretion; make accurate mathematical, financial and statistical computations; establish and maintain a variety of filing, record -keeping and tracking systems; operate electronic systems and software for various purposes; track assignments effectively and maintain modern office equipment, including computer; Be flexible in adapting to changes or interruptions in priorities, assignments, and other interruptions which may impact pre-established timelines and courses of action for completing projects and assignments. Use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff, outside agency personnel, and/or the public. Objectively identify all facts and implications related to a situation before drawing conclusions and determining courses of action. Work under the pressure of a heavy workload and/or short timelines when completing work assignments.

Education and Experience:

Requires at least 4 years of experience as an Administrative Assistant reporting to Director level staff.

Requires at least 2 years of experience in office and administrative support.

Requires a typing accuracy speed of 55 words per minute (wpm). Proof of an accredited typing certificate issued within the past six months must be submitted with application.

High school diploma or equivalent required. Completion of an associates or Bachelor’ss degree from an accredited institution, with major course work in communications, business administration or a related field highly preferred.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid State of California driver’s license by time of appointment.
• Administrative Assistant certifications are considered highly desirable.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various Authority and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 50 pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

AGENCY CORE PERFORMANCE COMPETENCIES:

The San Francisco Housing Authority, in alignment with the agency’s strategic plan has established the following five (5) agency core performance competencies whereby all employees will be assessed as part of their annual evaluation. These competencies identify behavior and skills that all employees are expected to demonstrate to carry out the mission and goals of the agency:

• Communication
• Planning & Organizing
• Problem Solving
• Professionalism
• Integrity & Ethics

EQUAL EMPLOYMENT OPPORTUNITY

The SFHA does not discriminate on the basis of race, color, creed, national origin, gender, sexual orientation, political or religious affiliation, age, veteran status or disability in its employment practices or the provision of services.

HOW TO APPLY

Applications are being accepted through the San Francisco Housing Authority’s by mail or in person at the Human Resources Department. Interested individuals should submit a SFHA Employment Application to the San Francisco Housing Authority’s Human Resources Department, 1815 Egbert Avenue, San Francisco, CA 94124. The employment application can be obtained at www.sfha.org. Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed San Francisco Housing Authority application.

A supplemental questionnaire must to be completed and submitted together with the employment application. Please contact the Human Resources Department to obtain the questionnaire.

VERIFICATION OF EXPERIENCE AND/OR EDUCATION

Applicants may be required to submit verification of (proof) of qualifying education and experience at any point in the application, examination or selection process.

REASONABLE ACCOMMODATION

Persons with disabilities may request reasonable accommodations by contacting the Human Resources Department at (415) 715-3101. Persons requesting reasonable accommodations must do so within five (5) days after the invitation to the assessment process, to allow sufficient time to make arrangements.

EQUAL EMPLOYMENT OPPORTUNITY

The SFHA does not discriminate on the basis of race, color, creed, national origin, gender, sexual orientation, political or religious affiliation, age, veteran status or disability in its employment practices or the provision of services.

Job Type: Full-time

Required education:

• Associate

Required experience:

• Director-level support: 2 years
• Administrstive Assistant: 4 years
• Typing speed 55 wpm: 2 years
• MS Office Suite: 4 years

Required license or certification:

• California Driver’s License

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Job Type: Full-time

Required education:

• High school or equivalent

Required experience:

• office: 2 years
• Administrative Assistant: 4 years