Full-Time Administrative Assistant

Overview

Full-Time Administrative Assistant Jobs in Garden City, NY at JOSEPH LAW GROUP PC

Position Overview:

The primary purpose of this position is to provide a wide range of highly confidential, complex and responsible executive-level administrative support to the Operations Director. The incumbent is responsible for managing the daily administrative functions for the Operations Office.

DUTIES AND RESPONSIBILITIES:

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

· Provides administrative support to the Operations Director which includes compiling information for presentation to board members, staff members, investors and other agency stakeholders. Coordinating with multiple departments (procurement, accounting, and program,).for special projects (LIHTC, RAD, etc.),

· Prepares agendas, materials and reports needed by the Operations Director for conference calls, meetings, and client appointments.

· Coordinates communications with key stakeholders on agency projects.

· Works with others to assure compliance with timelines pertaining to requests for information and services.

· Identifies urgent and critical correspondence from incoming phone calls, emails, office visits and other inquiries. Works with the Operations Director and/or staff team member to coordinate a response. Researches and consults with others to identify solutions, options, and alternatives.

· Composes documents and correspondence on a variety of matters to support the OD.

· Balances conflicting priorities in order to manage workflow, ensuring the completion of essential projects to meet critical deadlines.

· Receives, screens and routes communications to the Operations Director, including telephone calls and email messages.

· Receives and greets visitors, answer questions and refer inquiries to the appropriate staff and scheduling appointments as appropriate.

· Develops and implements efficient office procedures. Establishes and maintains effective filing systems for official documents, contracts, reports and records including records of a confidential nature.

· Compiles weekly and monthly reports on key performance indicators. This will include the use of data from the property management software and comparing data from agency historical data. Once KPI reports are completed, disseminate the report to the appropriate staff to provide information and address actionable items with department heads.

· Monitors timely completion of tasks on the following but not limited to: Staff evaluations, legal aid/fair housing deadlines, HUD due dates, investor and lender deadlines.

· Coordinates addressing stakeholder concerns by phone, email or correspondence, with quick and simple answers and ensure that the issues or concerns are tracked until final resolution.

· Determines, prioritizes and schedules the OP’s internal and external meetings, daily schedule and community functions in addition to coordinating the preparation of needed materials.

· Coordinates out-of-town travel arrangements for the OD and other housing authority staff. Processes and reconciles related expense statements for all housing authority travelers.

· May attend meetings with senior staff and prepare agendas. May attend a variety of other meetings or functions representing the agencies.

· Attends Board of Commissioners meetings, takes and transcribes minutes and oversees preparation and distribution of Board packets and notices.

· Assists with facilitating the scheduling of Commissioner appointments with the City Council and the Mayor’s Office, when requested.

· Assists with coordinating and supporting the training and orientation of new Commissioners and Commissioner/staff retreats.

· Completes special projects and assignments that may require research and data collection.

· Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge:

Exhibits requisite knowledge, skills, and abilities to perform the position effectively.

Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the housing authority. Uses appropriate judgment & decision making in accordance with level of responsibility.

Commitment:

Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service:

Meets/exceeds the expectations and requirements of internal and external customers; identifies, comprehends, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication:

Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

Initiative:

Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability:

Demonstrates a high level of conscientiousness; holds oneself personally responsible for one’s own work; does fair share of work.

Teamwork:

Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed.

Job Competencies

 Knowledge of the general operations and procedures of housing authority departments, properties, and HUD housing programs.
 Knowledge of HUD, federal, state, and local laws and regulations, as well as housing authority policies and procedures related to the position.

 Knowledge of the principles and practices of budget development and administration.

 Knowledge of generally accepted business principles, practices, techniques, and data processing

functions.

 Familiarity with and proper application of the pertinent federal, state and local laws, codes and

regulations.

 Strong working knowledge of Microsoft Applications.

 Proper application of the English language in spelling, grammar and punctuation.

 Knowledge of the principles and procedures of record-keeping.

 Experience in taking meeting minutes and preparation of summary reports.

 Ability to perform duties at a speed necessary for successful job performance.

 Ability to perform responsible and difficult administrative work involving the use of sound

independent judgment and personal initiative.

Education and/or Experience

Bachelor’s Degree in business administration, public administration, or related field and a minimum of three (3) years of experience providing executive-level office support. An equivalent combination of education and experience may be considered.

This position requires regular driving for business purposes. The incumbent is required to possess a valid driver’s license and must have the ability to be insurable under the housing authority’s automobile insurance plan at the standard rate.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires the availability to work outside of the established housing authority working hours.

Supervision:

The employee receives instruction from the Operations Director and/or the Executive team. Instructions to the employee may be general or specific in nature. Complex situations or problems that aren’t covered by instructions are usually referred to the supervisor for concurrence. Employee has no supervisory responsibilities.

Job Type: Full-time

Benefits:

Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift

Work Location: In person

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Title: Full-Time Administrative Assistant

Company: JOSEPH LAW GROUP PC

Location: Garden City, NY