Skip to Main Content

Administrative Assistant to Director of Operations

Position: Administrative Assistant to the Director of Operations

Supervisor: Director of Operations

Status: Non-Exempt

Salary:  $22.00 - $26.00

Position Summary: 
The Executive Assistant provides administrative support for the Executive Office at the Tallahassee Housing Authority. This position will prepare correspondence and reports in written and electronic formats.  Responsible for general office management and a variety of administrative tasks

Eessential Duties And Responsibilities: 
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.  Other duties may be assigned.

  1. Assist with planning and executing Operations Department initiatives, programs and projects designed to improve THA operations.
  2. Assist with developing comprehensive planning and policy initiatives for the agency to promote and advance the Housing Authority's strategic and business activities;
  3. Create and maintain a highly ordered system of record keeping;
  4. Assists with the development or updating of functional or operational manuals outlining established methods of performing work in accordance with organizational policy.
  5. Participates in special projects as directed.
  6. Handle and distribute correspondence, reports, legal documents and other materials in a confidential manner.
  7. Maintain records and files.
  8. Prepare written and electronic outgoing correspondence from the Director of Operations office.
  9. Handle routine and complex inquiries from citizens, employees and clients.
  10. Maintain permanent organizational paperwork, site maps and minute books of the Operations Department.
  11. Monitor HUD notices and regulations for new policies or revisions and distribute as needed.
  12. Process invoices and reimbursements.
  13. Schedule meetings and appointments as directed.
  14. Prepare and maintain materials for monthly Board of Commissioners meeting and other community meetings.
  15. Design and create information fliers, forms, brochures and other presentations as necessary.
  16. Order office supplies and equipment as needed.
  17. Research topics or poll staff as directed.
  18. Create and or distribute announcements for staff.
  19. Coordinate with staff for events.
  20. Perform other related duties as assigned and/or required.

Behavioral Competencies:
This position requires the incumbent to exhibit the following behavioral competencies:

Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with sensitive topics and/or irate customers.

Customer Service: Understands that all Authority employees have external and/or internal customers that they provide services and information to; honors all of the Authority's commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others.

Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains friendly demeanor; values the contributions of others.

Results Orientation: Consistently delivers required agency results; sets and achieves achievable, consistently complies with quality standards and meets deadlines; maintains focus on Agency goals.

Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the Agency to maintain the public's trust.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

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.

Job Competencies:

  • Knowledge of HUD regulations, Authority policies, procedures and practices as they pertain to PHA management.
  • Knowledge of general office procedures and practices, business English and math.
  • Ability to communicate clearly and concisely, orally and in writing.
  • Ability to establish and maintain effective and courteous relationships with other employees and other business contacts.
  • Above average analytical and reasoning abilities.
  • Ability to coordinate several concurrent activities simultaneously.
  • Strong interpersonal skills.

Education And/Or Experience:
Bachelor Degree in business or related field from an accredited college or university.  Minimum five (5) years progressive experience in office management or as support to senior staff or an equivalent combination of education and experience.

Employee must possess a valid Florida driver's license or acquire one within the first 30 days of employment and be eligible for coverage under the Authority's fleet auto insurance.

Technical Skills:
To perform this job successfully, an individual should have above average abilities using computer software such as MS Word, and Outlook, Power Point, Excel, Pivot Table and capable of using internet resources for research and developing reports. 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 function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and walk.  While the work is primarily sedentary, excessive walking, standing, bending, and carrying of items such as books, binders, files, and documents is required.  The employee must occasionally lift and/or move up to 25 pounds.

Email resumes to Dana Green.