Administrative Assistant II

Administrative Assistant II at Philadelphia Housing Authority Administrative Assistant II at Philadelphia Housing Authority in Philadelphia, Pennsylvania Posted in 2 minutes ago.

Type:

full-time

Job Description:

Summary Reporting to the Chief of Staff in the Philadelphia Housing Authority's Executive Office, the Administrative Assistant performs a variety of complex professional administrative and office management functions, prepares correspondences, maintains departmental records and filing systems; conducts special projects; performs other related duties.

Essential Job Functions:

Maintains calendars, setting appointments, maintaining reports, and managing meetings; Obtains research information for PHA projects; Prepares presentations, 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 points of contact; follows up to ensure timely completion of delegated assignments; Conducts extensive clerical research and completes data for reports, questionnaires, and other documents; performs directed analysis; collects, assembles and verifies information, 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; Maintains adequate supply closet levels and orders office supplies as needed; Receives and distributes incoming mail; Performs related duties and responsibilities as assigned.

Education, Training and Experience Guidelines:

Bachelor's Degree, AND three (3) years of administrative management support experience. An equivalent combination of education and experience may be considered.

Required Knowledge of:

Standard computer operations and software applications. Business English, spelling, punctuation and mathematics. Telephone etiquette and customer service protocol. General office practices and equipment.

Required Skill in:

Coordinating and performing a variety of professional administrative support functions. Researching and preparing correspondence, agendas, reports and various types of documents. 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. About the Philadelphia Housing Authority (PHA) Established in 1937, and with an employment workforce of over 800, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia, Pennsylvania. Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants.