Administrative Assistant

Overview

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.  Provides administrative, clerical and project support in a professional and confidential manner. 

Responsibilities

 Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

Set up, improve, and maintain paper and electronic filing systems.

Open, read, route, and distribute incoming mail or other materials and answer routine letters.

Complete forms in accordance with company, state, federal, and all regulatory agencies procedures.

Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

Compose, type, and distribute meeting notes, routine correspondence, and reports.

Learn to operate new office technologies as they are developed and implemented.

Maintain scheduling and event calendars.

Create or modify newsletters, promotional material, or other information and distribute.

Evaluate need for and/or requisitions adequate supplies, equipment and follow-up regarding assurance issues.

Conduct searches to find needed information, using such sources as the Internet.

Coordinate special events, conferences and meetings.

Evaluates need for and/or requests maintenance work orders.

Find and retrieve information from files in response to requests from authorized users.

Manage calendars, and arrange appointments.

HUD and MSHDA sponsored Villages: Coordinate and processes residentcertifications/recertification including conducting interviews and preparing/verifying documentation. 

HUD/MSHDA funded Villages: Prepares and transports cash and/or checks for bank deposit.

PVM policies or collective bargaining agreement.

Attend and participate in all appropriate meetings and training opportunities in order to keep informed on current information and skill development.

 

 

Qualifications

Education/Formal Training:

• High School Diploma or General Education Diploma (GED)
• Must be able to follow oral and written instructions, generally commensurate with some college level education or equivalent experience.
• Computer literate (word processing, spreadsheets and desktop publishing).
• Math aptitude generally commensurate with some college level education or equivalent experience.

Certificates & Licenses:

• HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position.
• Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all level of staff and visitors.

Previous Experience:

• One to three years’ related professional business office experience or equivalent combination of educational experience.
• Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, & HUD.

Computer Skills:

• Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets database systems and email.
• HUD or MSHDA governed village: Affordable housing property management software