Job Opening – Executive Administrative Assistant and Finance Specialist

Executive Administrative Assistant and Finance Specialist

JOB DESCRIPTION

 

Exempt:                                  Non-Aligned, Non-Exempt

 

Employee Reports to:             Chief Executive Officer

 

Summary of Position:  The Executive Administrative Assistant and Finance Specialist (EAA/FS) provides key support for the Chief Executive Officer (CEO) and the Director of Finance and Human Resources (DFHR) Working within a team environment the EAA/FS oversees office operations while performing tasks related to agency administration, governance, procurement, records management, and finance.  Knowledge of policy and procedure, initiative, sound judgement, analytical skills and adherence to confidentiality are critical to the success of this position.

 

  1. Essential Functions of the Position

 

    1. Performs administrative and clerical support including the processing of incoming mail, typing, filing, photocopying, mailings, scheduling meetings, etc.
    2. Performs primary support for the Chief Executive Officer and Director of Finance and HR
    3. Gathers and prepares information for routine reports as required.  Maintains required files and records.
    4. Provides back up support to other management staff, as needed or assigned.
    5. Manages special projects of a professional and complex nature as assigned.
    6. Coordinates all advertising, marketing, social media presence and the website for the Rutland Housing Authority.
    7. Maintains and updates rent day, holiday and BOC calendars annually.
    8. Oversees the purchase order system, and petty cash.
    9. Maintains the Policy and Standard Operating Procedure Manual ensuring that all are up to date and accurate.
    10. Maintains the security access systems and entry codes for applicable sites. (Sheldon Towers)
    11. Oversees EIV and HTVN trainings and compliance documentation as directed by the CEO and DFHR.
    12. Primarily responsible for collecting rent and security deposits monthly, enters payments into PHA Web and reconciles deposits for review by the DFHR. Assists with collections activities so as to minimize Tenant Account Receivables (TARS).
    13. Primarily responsible for Accounts Payable including coding and required back up (work orders, invoices, receipts contracts etc.)
    14. Coordinates the scheduling and record keeping for staff meetings and trainings.
    15. Provides back up telephone and front desk coverage (triage requests for applications, late rent payments, complaint forms, etc.)
    16. Handles all delinquent accounts so as to ensure the collection of all tenant account receivables in partnership with Online Rental Exchange procedures.
    17. Maintains manuals and updates resource materials.  Provides quarterly updates for the informational bulletin boards (tenant and staff) at all sites to ensure compliance with HUD and Fair Labor regulations and RHA policy.
    18. Assists in clerical support to the Board of Commissioners including board communications, board packets, meeting announcements, minutes and resolutions ensuring compliance with Vermont Open Meeting Laws.
    19. Manages the disposition of outdated or excess property and supplies and prepares reports for submission to the Board.
    20. Makes recommendations regarding organizational or procedural changes affecting administrative office support activities.
    21. Maintains and monitors all contracts related to administrative functions.  Ensures that the correct contract form is used, that all contracts are for the allowable time period and are re-bid or renewed on schedule.
    22. Maintains up to date Certificates of Insurance for all providers of services
    23. Ensures that all administrative procedures comply with good organizational practices.
  1. That sound operating procedures are in place and functioning effectively.
  2. That record keeping is comprehensive, up-to-date and easily accessible
  • That internal and external communications are timely and effective
  1. Ensures that duties are performed within approved budgetary guidelines
    1. Performs other duties as assigned by the CEO and Director of Finance and HR.

 

  1. Required Abilities

 

    1. Ability to rapidly develop a thorough knowledge of the functions, procedures, organization and governing laws and regulations of the Authority.
    2. Proficient in the use of Microsoft Office and the ability to rapidly learn PHA Web and other computerized programs including the use of the internet for on-line research.  Knowledge of hardware and IT systems with the ability to provide support to other staff.
    3. Possess an excellent telephone manner and ability to handle a variety of callers and situations.
    4. Ability to maintain confidentiality, exercise good judgement, courtesy and tact. Communicate effectively both orally and in writing.  Establish and maintain effective working relationships with supervisor, co-workers, tenants and the general public.
    5. Ability to coordinate multiple projects.  Prioritize work, work independently on assigned tasks, take initiative and make decisions within the framework of the position.
    6. Ability to compose materials and correspondence on own initiative or with a minimum of instruction.  Type and proofread routine documents and forms.
    7. Knowledge of record and file maintenance procedures, and ability to devise and maintain detailed, thorough and accurate record keeping systems.
    8. Commitment to quality and excellent customer service.

 

  1. Required Experience and Training

 

    1. High School Degree required.  Associates Degree preferred with a specific focus on business or office procedures.
    2. A combination of experience and training which provides the required knowledge and skills.
    3. Two years in an administrative support role including regular contact with the public.
    4. Must possess a valid Vermont driver’s license, have dependable private means of transportation and insurance as prescribed by the State of Vermont.
    5. Public Housing Management Certification or the equivalent within 12 months of employment.

 

  1. RHA Standards of Conduct

 

    1. Demonstrates a commitment to the mission and values of RHA
    2. Demonstrates respectful and effective communication with others
    3. Protects the privacy and confidentiality of all private information related to participants, families, staff and general housing operations following privacy practices and HIPAA requirements as applicable.
    4. Has excellent interpersonal skills and be able to relate to internal and external parties professionally, representing RHA in a positive manner.
    5. Possess the ability to self-direct, strong attention to detail, and commitment to excellence in work product while handling multiple projects at one time.
    6. Adheres to all safety practices, rules, and standards throughout the workday
    7. Demonstrates a commitment to high quality customer service, quality, and proactively seeks to make improvements in systems and processes.
    8. Proactively anticipates, manages, and constructively resolves, conflicts and disagreements; identifies ways conflict can lead to positive change.
    9. Demonstrates a high level of emotional intelligence, treats others ethically and fairly, and displays integrity and honesty.
    10. Adapts and is flexible in response to constraints, failures, and adversity.

 

  1. Working Conditions/Physical Demands
  1. Full-time position, 40 hours per week/management staff, exempt, non-aligned.
  2. Combination of office and field environment.
  3. Ability to lift and carry computer and other office equipment.
  4. Ascending and descending stairs.
  5. Moving to accomplish tasks and moving from one worksite to another.
  6. Works with others to exchange information.
  7. Repetitive motions with may include the wrists, hands, and/or fingers.

 

  1. Equipment Used
    1. Computers, printers, telephones, fax machines, copy machines, calculator, postage meter and general office equipment.

 

  1. Employer Rights and Disclaimers

This job description is not a contract for employment. It is a list of activities, duties, responsibilities and expectations. However, it should not be considered a complete list of expected activities, duties, responsibilities or expectations. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

 

This document does not extend an offer for permanent or continuous employment.

 

RHA is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.