Reporting to the Chief Operating Officer, the Administrative Officer performs a variety of complex professional administrative and office management functions, prepares correspondence; maintains departmental records and filing systems; conducts special projects; and performs other duties as assigned.
Essential Functions
- Coordinates office services such as personnel, budget preparation and control, records control and special management studies and ensures that the work flow is efficient;
- Identifies ways to improve workflow; simplifies reporting procedures and implements work saving methods;
- Obtains research information for PHA projects;
- Serves as supervisor’s designee at meetings when needed, ensuring consistent departmental communication is delivered to meeting attendees; may make commitments in accordance with the supervisor’s thinking if so authorized;
- Prepares presentations and speeches for supervisor;
- Presents departmental information to diverse audiences throughout the Authority, using a variety of mediums, including audio-visual aids.
- Prepares executive reports, letters, memos, and correspondence for the department;
- Sets up and maintains departmental file system;
- Responds to inquiries, disseminates information and routes incoming calls to appropriate point of contact; follows up to ensure timely completion of delegated assignments;
- Types correspondence, statistical and related reports and into final format; t
- Conducts extensive clerical research and completes data for reports, bulletins, questionnaires, and other documents; performs directed analysis; collects, assembles and verifies information, drafts specific sections of statistical reports; may have frequent contact with other organizational members and departments in the collection of data or the coordination of efforts that serve mutual interests and objectives;
- Monitors requisitions, ensures invoices are paid in a timely manner, coordinates activities related to both internal and external organizations, and maintains petty cash funds in accordance with established procedures;
Minimum Qualifications
Bachelor’s degree in a related field, AND a minimum five (5) years of administrative support experience; an equivalent combination of education and experience may be considered.
Required Knowledge
- Principles, methods and practices of public sector finance, budgeting and accounting.
- Research techniques, methods and procedures and report presentation.
- Standard computer operations and software applications.
- Telephone etiquette and customer service protocol.
- General office practices and equipment.
Required Skills
- Coordinating and performing a variety of professional administrative support functions.
- Researching and preparing correspondence, agendas, reports and various types of documents.
- Interpreting specific rules, laws and policies and applying them in a variety of procedural situations.
- Solving practical problems and dealing with a variety of concrete variables in situations where only limited standards exist.
- Providing highly skilled administrative support to executive-level personnel.
- Organizing and maintaining departmental records and filing systems.
- Answering incoming calls and responding to public inquiries.
- Coordinating special projects in support of departmental operations.
- Interacting with people of different social, economic, and ethnic backgrounds.
Establishing and maintaining effective working relationships with staff, PHA departments, employee groups, management, and the general public.
