Administrative Assistant - St. Louis Housing Authority

POSITION SUMMARY:

This is a non-exempt, administrative and professional position of routine difficulty, involving carrying out specific staff projects or assignments. The position involves the performance of specialized duties related to the activities of the Asset Management Department including, but not limited to, gathering, organizing, evaluating and summarizing information relevant to assignments.

MINIMUM QUALIFICATIONS:

• Required knowledge, skills and abilities for this position would normally be gained through the equivalent of a High School Diploma or equivalent plus at least two (2) years of prior Administrative and/or Customer Service experience in an office setting. Applicants must demonstrate strong computer skills with Microsoft Office and data entry as well as an aptitude for learning new computers and software systems.

• Skill in providing administrative support to the Asset Management Department ensuring efficient operations and supporting the mission of the St. Louis Housing Authority.

• Ability to welcome, assist and direct callers and visitors to the appropriate personnel and resources (both internal and external). Responds to inquiries including phone calls, emails and visitors to the main office. Explains various policies, procedures, rules and regulations of a routine nature. Assists applicants with online applications and troubleshoots issues with SLHA's online application portal.

• Ability to coordinate and schedule appointments, meetings and trainings (both in-person and virtual) for Asset Management and Property Management staff. Prepares meeting agendas, assists in preparing materials/presentations and takes minutes.

• Ability to establish and maintain organized filing system for Asset Management files (both physical and electronic). Updates various tracking sheets, as necessary.

• Ability to collect information, assemble documentation and ensures timely submission of required reporting for various monthly, annual and/or quarterly reports. Assists in the preparation, review and submission of reporting to the Board of Commissioners.

• Assists in the development of the Agency's Annual and Five-Year Plans by coordinating and planning activities with various departments. Organizes resident and community input for the planning process, drafts necessary documents, and obtains necessary approvals to ensure timely submission of the plans to HUD.

• Skill in the uses of personal computers, word-processing, spreadsheets and/or database programs. Types, copies, distributes and tracks daily correspondences, memorandums, letters, reports, logs and related materials. Creates and edits various documents including letters reports, spreadsheets, presentations, flyers and other documents.

• Establishes and maintains effective working relationships with agency staff, management agents and general public.

• Ability to maintain inventory of office supplies and equipment. Anticipates needs and ensures prompt ordering and receipt of supplies.

• Skill in performing specialized duties related to specific work of the Asset Management Department such as:

• Review and process Trespass and Ban requests
• Maintain and monitor the Trespass and Ban List
• Updating public notices and advertisements such as the Public Housing Wait List, Admissions and Continued Occupancy Policy (ACOP)

• Preparing Property Performance Notices in coordination with the Contract and Compliance Specialist
• Processing and submitting invoices for payment.

• Ability to move, store and retrieve files, supplies and other materials; may involve transportation to/from storage areas.

• Acts as a backup to other Agency administrative staff, as requested.

• Considerable knowledge of office management systems and procedures, proficiency with Adobe Acrobat and Microsoft applications including Outlook, Word, PowerPoint and Excel; a willingness and ability to learn new software and computer-based programs.

• Ability to work effectively on multiple assignments, prioritizing activities appropriately and meeting deadlines, skill in coordinating work with others and in facilitating inter and intra organizational cooperation, including the transcription of meeting minutes.

• Ability to establish and maintain effective working relationships with subordinates, co-workers and persons in and outside the Authority.

BENEFITS Your total compensation is more than the dollars you receive in your paycheck. In addition to a competitive salary, SLHA also offers: • Medical Plans • Dental Plan • Vision Plan • Life Insurance • Short-Term Disability • Long-Term Disability • Flexible Spending Accounts for medical or dependent care • Paid Time Off: Vacation, Sick, Personal and Holidays • 401a contribution equal to 12.7% of annual salary SLHA is a qualifying employer for the Public Service Loan Forgiveness Program.