Administrative Assistant to the Executive Director

Housing Authority of the City of Key West • Full-time • Key West, FL, US • $51.92k - $60.74k / year • 2m ago

Job Overview
This is a highly responsible position providing Administrative Support services to the Executive Director. The position requires the exercise of good judgment, and sensitivity to tenant and public relation issues. Position incumbents have regular project management functions, requiring interaction with tenants, other Housing Authority staff, and staff of other public agencies and assists or provides coverage for other staff.

The following responsibilities are normal for this position. The omission of specific statements of the responsibilities does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Duties
Performs tasks related to, but not limited to, matters specified below, for the Key West Housing Authority (KWHA) and the Monroe County Housing Authority (MCHA).

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Assist the Executive Director as needed.

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Assist the Director of Administration & Procurement as needed.

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Assist Executive Assistant to Executive Director as needed.

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Assist other departments with projects as assigned by Executive Director.

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Update the Housing Authority website as needed.

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Responsible for the preparation of the Board of Commissioners Meetings, which duties include: notification to all parties of public meetings, preparation of agenda and board packages and submittal to the Commissioners for review in a timely fashion, compilation of agenda items from all departments and checking for accuracy.

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Maintain HUD correspondence including follow-ups on reports required and responses due.

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Implement & maintain accurate log of all files reviewed by Executive Director.

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Proofread documents created by other staff before they reach the Executive Director’s desk (staff reports, letters, memos, etc.)

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Maintain an accurate calendar for the Executive Director, confirming all appointments and scheduling department meetings.

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Serve as the Executive Director’s Assistant by receiving callers, giving information, answering and making telephone calls, screening telephone calls and visitors and inquiries from the general public as to housing information.

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Create virtual meeting links and set up meeting room for staff prior to meetings.

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Order office supplies.

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Create requisitions for departmental purchases.

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Perform all other duties, as assigned by the Executive Director.

Skills
Knowledge of general management practices, and principles; personnel practices; organizational management principles and practices.

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Knowledge of governing policies of the Housing Authority.

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Exceptional organizational skills, interpersonal skills, oral and written communications skills, and supervisory skills.

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Ability to establish and maintain cooperative and supportive relationships with tenants and community groups.

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Ability to work without supervision, and to take personal responsibility for meeting Housing Authority program goals.

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Computer experience in the operation of all office equipment. Knowledge of Microsoft Office Suite.

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Ability to write/create policies/procedures, resolutions, letters, memos, forms and other documents as may be required.

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Ability to greet and interact with the public and other employees in a courteous and helpful manner, presenting a positive image of the Housing Authority towards others.

Job Type: Full-time

Pay: $51,916.00 - $60,735.00 per year

Benefits: