Housing Administrative Assistant
| Department: | Housing |
| Reports to: | Community Programs Director |
| Pay Grade/Salary Range: | 106 - $39,819.98 - $63,711.98 annual ($19.14 - $30.63 hourly) |
| Posting Expires: | Until Filled |
General Description:
This is a skilled position responsible for performing and coordinating complex clerical work while assisting in the daily operations of the Housing Division. (This position expires with the associated grant).
Essential Job Functions:
The following statements describe the principal functions of the job and its scope of responsibilities but should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned.
• Performs administrative duties for the Housing Division.
• Assists coordinator with the receiving and coordinating of incoming applications and required documentation for housing programs.
• Provides information to clients as necessary. Assists clients with the completion of applications and subsequent documentation.
• Assists in the work of the coordinator such as interviewing office visitors, preparing forms and composing letters/memos for the coordinators or Director’s signature, and follows up to ensure timely actions.
• Assists with reconciling monetary collections and expenditures.
• Files letters, reports and related information in the prescribed manner.
• Performs detailed review of incomplete files on a regular basis.
• Operates word processing, recording and audio-visual equipment.
• Assists in special events as directed.
• Refers callers to other employees, officials or departments as needed.
• Takes minutes of meetings and official functions.
• Receives, sorts, and directs incoming and outgoing correspondence.
• Receives, codes and computes client invoices under direction of coordinator.
• Provides administrative liaison duties with other departments/agencies as necessary.
• Maintains a professional and safe unit and work area adhering to established safety policies and the image desired for the organization.
• Responds productively to change and performs all other related tasks as required and as directed.
• Follows consistently the Boards policies and procedures.
Knowledge, Skills, and Abilities:
• Knowledge of Business English, spelling and punctuation.
• Knowledge of office practices and procedures.
• Knowledge of computer operations pertaining to administrative office work, word processing, and spread sheeting.
• Knowledge of the overall function and operation of the Housing Office.
• Ability to prepare complex documents and compose letters and memorandum.
• Ability to make decisions in accordance with departmental rules, regulations, and policies.
• Ability to maintain effective working relationships with co-workers, managers, supervisors, directors, elected officials, vendors, and the general public.
• Skill in the use of computers and ability to learn new programs as needed.
Physical Skills:
Must be able to remain in a stationary position for 50% of the time. Must be able to inspect and assess daily email and postal mail correspondence. Frequently operates various types of office equipment to include but not limited to a computer and copy machine. Occasionally ascends/descends stairs. The individual in this position frequently communicates with the public, vendors, and co-workers. Must be able to exchange accurate information in these situations. Rarely moves material and office equipment weighing up to 25lbs.
Constantly works in an indoor environment. Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to
(4) hours continuously or intermittently. Must be able to frequently position self to reach files and other office items located on high and low shelves or the floor.
Education & Experience:
Graduation from an accredited high school or possession of an acceptable equivalence diploma. Four (4) years of secretarial/clerical experience.
Licenses, Certifications, or Registrations:
Must possess and maintain a valid Florida driver license.
Other job-related requirements:
Disaster Essential.
THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment