Job Description Job Description
This is responsible administrative work involving relieving the CEO, COO, CFO, CRO and/or Assistant to the CEO of administrative functions. Efficiently handles a wide variety of issues, concerns, situations, and conflicts. Provides oversight and coordination of clerical and administrative functions of the office. Responsible for highly confidential and time sensitive material. Efficiently prepares routine and advanced correspondence including letters and memoranda. Must be familiar with a variety of the field's concepts, practices, and procedures. Relies on experience and judgment to effectively plan and accomplish goals. May supervise, direct, and lead the work of others. Typically reports to an Executive or Assistant to the SVP of Affordable Housing. Researches information and is responsible for the compilation of various reports, presentations, and responses to inquiries. A wide degree of creativity and latitude is expected.
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.
- Provides administrative support to an Executive or Assistant to the CEO, Board Members and other key agency personnel as assigned.
- Attends various meetings and records minutes and produces meeting reports.
- Screens and distributes incoming mail, email and telephone calls and responds to and resolves issues and complaints; refers remaining issues to appropriate department personnel; maintains tracks and follows up on a suspense log of required actions/deadlines.
- Schedules appointments and keeps calendar for Executive or Assistant to Executive.
- Facilitates communication between Board members, Executive Office, and other Executives.
- Assists the Authority in professional and public relations initiatives.
- Researches and compiles data for statistical, financial, and other reports; produces and publishes a variety of statistical records.
- Processes personnel, payroll and purchasing information; order and maintain office supplies; resolve errors on orders received and on invoices; prepares and monitors requisitions, invoices, and approves payments.
- Composes correspondence; types and proofreads a wide variety of reports, letters, memos, forms, and statistical charts; types from rough draft, verbal instructions, or recordings; may sign and distribute correspondence.
- Performs complex computer aided tasks such as merging and sorting, integrating text with graphics, spreadsheet, and database file development, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and database software to develop and maintain records and reports; uses basic statistical software packages; uses graphics software and recommends appropriate display of information.
- Establishes, organizes, and maintains filing systems; maintains inventory records and other department and program files; handles and maintains sensitive and confidential information and records.
- Maintains calendars and schedules of activities, meetings, and various events; set up meetings and appointments; coordinate activities with other departments, the public and outside agencies; coordinates travel arrangements; ensures that meeting facilities are prepared.
- Verifies and reviews materials for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports.
- Establishes, reviews, researches, and implements office procedures, standards, priorities, and deadlines related to assigned functions.
- Develops budget estimates; monitors and controls budget status and expenditures; performs record keeping for various funds and expenditures.
- Provides information about department program, projects, services, and operations to internal and external entities.
- Keeps supervisor informed of significant and important items requiring his/her review or action.
- Attends meetings on behalf of supervisor or work unit.
- Serves as liaison between supervisor and other staff members, transmitting assignments and requesting status information.
- May provide guidance and direction to lower-level clerical workers; reviews work for accuracy, timeliness and conformance with instructions and standard practices; evaluates performance and provides training.
- Performs other related work as assigned.
Behavioral Competencies This position requires the incumbent to exhibit the following behavioral skills:
Effective Communication:
- Skillfully facilitates meetings
- Uses effective verbal communication skills to influence others
- Recognizes when others are having difficulty understanding and adapts communications accordingly
Customer Service:
- Draws on a broad understanding of the clients' needs/issues to suggest additional programs/services
- Generates client confidence through tasks
Initiative:
- Assists in overseeing the implementation of new methods, processes, procedures, tools, and/or techniques
Job Knowledge:
- Acts as a knowledge leader regarding the tools, techniques, processes, standards, and routines related to own role
- Takes calculated risks and tries new things
Responsiveness and Accountability:
- Openly shares important or relevant information with the team
- Oversees the quality and timeliness of team deliverables, provides support without removing responsibility
- Ensures a sense of mutual accountability in and across the team
Teamwork:
- Assists others in overcoming roadblocks, making operations more efficient and effective
- Works closely with team members to implement solutions
- Builds a sense of team by successfully gaining the cooperation and commitment of others
Job Competencies - Considerable knowledge of agency objectives, operations, and services.
- Comprehensive knowledge of office practices and procedures, business English, spelling, and punctuation.
- Comprehensive skill in the use of a personal computer, proficient use of MS Office software and the proven ability to quickly learn and utilize other relevant software.
- Proven skill in typing accurately from rough draft, proofreading, and editing correspondence.
- Ability to effectively communicate both orally and in writing and maintain effective working relationships with all levels of employees and the public.
- Ability to coordinate a variety of resources in gathering information and independently answering inquiries.
- Ability to analyze and interpret policy and procedural guidelines to resolve problems and questions, independently.
- Ability to prioritize and organize internal workflow.
- Ability to compile and analyze data and formulate recommendations.
Education and/or Experience (The following requirements may be used to evaluate applicants for employment. When applicable, equivalent substitution will be allowed for differences in experience and education.)
Education: Associate's degree from an accredited college with coursework in business, public administration, or related field
Experience: Progressively responsible experience providing administrative or secretarial/clerical support to an administrative superior involving substantial public contact, information gathering, and policy interpretation.
Possession and retention of a valid Virginia motor vehicle operator's license. NOTE: Applicant must have and maintain a driving record acceptable to RRHA and its insurance carrier(s).
Preferred Qualifications: N/A
Strength Requirements Sedentary Work: Sedentary Work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs may be defined as Sedentary when walking and standing are required only occasionally, and all other Sedentary criteria are met. Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is an office environment. The noise level in the work environment is moderate.