Administrative Assistant Jobs

JOB ANNOUNCEMENT

POSITION TITLE: Administrative Assistant
POSTING NO:
DEPARTMENT: Public Housing 1128
SALARY: $35,000.00
DATE POSTED: 04/11/2023
CLOSING DATE: Open Until Filled
FLSA CLASS: Non-Exempt

Duties and Responsibilities:
Coordinates office services, such as purchasing, payroll, records control, and other administrative activities, for
organizational departments. Interprets operating policies and exercises independent judgment in the resolution of
administrative problems. Responsibilities include, but are not limited to, the following:

1. Analyzes unit operating practices such as record keeping systems, forms control, office layout, and personnel

requirements, creating new systems or revising established procedures.

2. Interprets and communicates operating policies.

3. Locates and compiles information and formats reports, graphs, tables, records and other sources of
information.

4. Assembles and categorizes facts and figures for written computation and calculations.

5. Assists with special events planning.

6. Operates personal computer to access e-mail, electronic calendars, and other basic office support software.

7. Uses various software applications, such as spreadsheets, relational databases, statistical packages, and

graphics packages to assemble, manipulate and/or format data and/or reports.

8. Performs other duties as assigned.
Qualifications and Knowledge:

1. Graduation from an accredited high school with two years of college or business school with major course work
in accounting or bookkeeping and two years of experience; or an equivalent combination of education and
experience which meets the required knowledge and abilities.

2. Knowledge of general office practices and procedures, business English and basic mathematics.

Job Announcement: Administrative Assistant
3. Excellent communication and interpersonal skills. Ability to communicate with and relate to persons of

diverse backgrounds and abilities and to establish and maintain effective working relationships with
participants, landlords and other employees.

4. Ability to complete complex and detailed tasks in a timely manner.

5. Ability to plan and prioritize duties.

6. Ability to establish and maintain effective and courteous relationships with employees and other business
contacts.

7. Ability to deal effectively with situations which require tact and diplomacy, yet firmness.

8. Bondability.

9. Valid Alabama driver’s license or must acquire one within 30 days of employment.

10. Eligibility to be covered under the Authority’s fleet auto insurance.
Supervision Received and Given:

The employee receives instructions from the Department Head(s). Courses of action, deadlines and priorities are
established by procedure, the supervisor and/or the employee, depending on the assignment. Routine duties are
initiated and completed by the employee without supervisory direction. Instructions to the employee may be general
or specific in nature. Complex problems or situations, not covered by instructions, are usually referred to the
supervisor for concurrence. The employee’s work is reviewed occasionally for accuracy, completion, and
compliance with policies and procedures.
Employee has no supervisory responsibilities.
Guidelines:

The employee refers to Authority and HUD guidelines in performing work. These guidelines cover most job-related
situations, although the employee frequently is required to use independent judgment in making decisions. If
guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the
circumstances.
Complexity:

The employee performs a moderate number of routine and generally related tasks. The course of action is
determined by established procedure, the supervisor and/or the employee. Tasks frequently have to be coordinated,
integrated and/or prioritized. Some computer applications may be difficult to accomplish and require
resourcefulness and extra effort by the employee. Decisions regarding unusual circumstances may be made by the
employee.
Scope and Effect:

The employee’s work affects the Authority’s housing programs and its residents. Successful accomplishment of
management, financial and data processing tasks, by the employee, can enhance the Authority’s ability to provide
housing that is decent, safe, and sanitary and adequate services for its residents.
Personal Contacts:

Most of the employee’s contacts are with Authority employees, business firms, attorneys, residents and contractors.
Contacts are made to verify, give, obtain, clarify and/or provide information. Contacts are also made to delegate,
coordinate, advise, motivate, influence, justify, defend, negotiate and/or resolve matters or issues.

Job Announcement: Administrative Assistant
Physical Demands:

Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting (25
lbs. or less) to obtain files and records, and eyestrain from working with computers and other office equipment.
Work Environment:

Work, involves the normal risks and discomforts associated with an office environment, but is usually in an area that
is adequately heated, cooled, lighted and ventilated.

ALL APPLICATION MATERIALS MUST BE SUBMITTED ON-LINE:

MHA On-line Job Application

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They

are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.