Overview
Virtual Assistant Jobs in Remote at Phoenix Training
Part-Time Admin Coordinator
JOB SUMMARY
The incumbent, under the direction of the Director of Community Development (receiving guidance from the Housing Assistance Coordinator and Community Development Coordinator), is responsible for providing clerical, technical and administrative support as needed within the Community Development Department. Assist public and other personnel (inside and outside the department) providing information and/or referring them to appropriate individuals.
ESSENTIAL DUTIES/RESPONSIBILITIES
Note: All City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times. All other duties as assigned by the immediate supervisor and/or department director.
Provide administrative support for the Director and staff of the department.
Answer phone, greet visitors and open/distribute mail.
Type letters, memos and forms as requested or needed.
Maintain adequate office supplies for the department.
Maintain department expense accounts on annual budget. Prepare budget adjustments as needed or requested.
Provide support function for a full range of activities in the Community Development Department.
Prepare, obtain and process purchase orders (PO’s) and request for proposals (RFP’s).
Prepare and process expense reports and P-card statements.
Coordinate and schedule all training classes, travel, education and any other scheduling needs necessary for the department.
Responsible for employee timekeeping functions for the department.
Design media for the Planning and CDBG offices including brochures, flyers, directories, presentations and mail outs. Perform tasks regarding the Housing Assistance Board and CDAC including media notifications, scheduling meetings, preparing meeting minutes, and posting pertinent information to the city’s website.
Collect Housing Assistance Grant Applications as well as interview applicants to obtain initial information to process housing assistance program application. Schedule and conduct meeting with homeowners to obtain information to process initial application. Advises and explains housing policies, rules, and forms to homeowners. Collects and verifies information.
Develop and maintain professional relationships with coworkers, homeowners, contractors, and other external groups to provide effective and timely customer service, information and problem resolution.
Maintain database for housing applicants. Establishes and maintains extensive electronic and hard copy filing system for homeowners, CDBG, HOME, and participating contractors.
Assist with the implementation and maintenance of the Housing Rehabilitation Loan and Grant Program (CDBG or HOME.
Prepare environmental assessments for housing assistance projects as well as maintain contractor requests for pay for housing assistance projects.
Provide support to the Planning Department by way of helping customers, answering calls and other duties as needed.
SUPERVISORY RESPONSIBILITIES
None
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
High School diploma or GED.
Five (5) years administrative experience in a business office environment.
Proficient in data entry and word processing as well as record maintenance.
Preferred Qualifications
Associate’s Degree in Business Administration, Accounting, Finance or other related field.
Three (3) years of experience working in housing support services or similar programs.
Seven (7) years administrative experience in a business office environment.
OTHER SKILLS AND ABILITIES
The incumbent should possess proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint, Word, and Excel.
Excellent computer skills and knowledge of word processing and spreadsheet programs.
Good verbal and written communication skills as well as good organizational skills.
Problem solving and analytical ability.
Excellent communication and interpersonal skills.
Knowledge of modern office practices, procedures and equipment.
Capable of clearly communicating requirements, policies, procedures, and billing information to customers.
Requires intense concentration, strong attention to detail, and the ability to make quick decisions based upon established procedures.
POSITION DESIGNATIONS
This position is not designated as essential during inclement weather events. City services will be maintained during inclement weather, such as heavy snow or ice storms and all essential employees are expected to report to work due to the critical functions of the position. This position is able to work remotely.
This position does have the potential to drive as part of their regular job duties.
This position is designated as a safety/security sensitive position and is subject to random DOT drug and alcohol screenings and/or non-DOT drug and alcohol screenings (a safety/security sensitive position is one in which a momentary lapse in attention may result in injury or death of another person).
PHYSICAL REQUIREMENTS
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.
Semi-repetitive type of work which requires periods of concentration for varied time cycles as prescribed by the task(s). While performing the duties of this job, the employee must occasionally stand, walk, talk and hear. Frequently sit, use hands to handle objects, and reach with hands and arms. The incumbent must also stoop, kneel and crouch. Specific vision abilities required by this job include close, color and distance vision.
The employee is occasionally required to lift 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.
Normal working conditions found within an office setting, wherein there is controlled temperature and a low to moderate noise level, plus a minimum of distractions.
EMPLOYMENT SCREENINGS
This position requires the below screenings prior to employment:
Criminal History Background Check
**This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee and/or applicant. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice**
Part Time Position Monday – Friday 5 hour days
Code : 20250064-1
Grade : GRADE 38
Posting Start : 05/05/2025
Posting End : 05/18/2025
MINIMUM HOURLY RATE: $23.17
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Title: Virtual Assistant
Company: Phoenix Training
Location: Remote
