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Administrative Assistant (HCV Department)

Employment Application - Administrative Assistant (HCV Department)

The Jacksonville Housing Authority is an equal opportunity/affirmative action employer. It is the policy and the intent of the Jacksonville Housing Authority to provide equality of opportunity in employment for all persons, and in all aspects of its personnel policies, programs, practices, operations, and in all its working conditions and relationships with employees and applicants for employment. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, age, disability, genetic information, veteran status, or any other protected class status applicable under local, State of Florida or federal law.


Job Title:                                 Administrative Assistant (HCV Department)

FLSA Classification:              Exempt

EEO Classification:                Professional

Salary/Pay Grade:                $35,568.00 - $46,258.00

Reports to:                              Director of HCV


Job Summary This is a position where confidentiality is needed and expected. Some documentation is time-sensitive, and deadlines are expected to be kept.  The work requires a high degree of organizational filing in addition to excellent written and verbal communication.  Must be able to give assistance to supervisor and department staff by answering calls and inquiries, preparing email responses, letters and reports, coordinating meetings, and receiving and transmitting information.  Preparing for meetings by reserving meeting location, preparing agenda and notifying people scheduled to attend.  May order supplies for the office and will complete Purchase Orders. Conducting research to obtain information for use in preparing reports and maintaining files, tracks incoming and outgoing correspondence, and handles confidential documents appropriately.  May perform clerical duties for the other teams when needed.

Essential Job Functions

A.  Coordinate office services and assist supervisor and other staff with administrative functions.

  1. Handles all Landlord requests to add new properties, including account set up, which includes the banking information. Any vendor concerns will be handled.
  2. Sending information based on distribution lists.
  3. Booking travel arrangements.
  4. Coordinate meetings by reserving meeting room, preparing agenda and related documents, and notify participants scheduled to attend meeting.
  5. Preparing letters and reports in accordance with established procedures.
  6. Receiving calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staff.
  7. Composing meeting minutes based on notes and recordings made during meetings.
  8. Screening mail and calls for supervisor, and staff.
  9. Assisting with organizing and scheduling appointments.
  10. Attending meetings as needed.
  11. Maintaining schedule for supervisor, including receiving invitations, sending appropriate responses, designating type, time and place of events, and making travel arrangements as needed.
  12. Maintaining files in accordance with established procedures.
  13. Ordering Office supplies.
  14. Complete Purchase Orders.

B.  Support division and operational functions as needed.

  1. Conduct research in order to obtain information for report preparation, formulating future plans, and for forecasting needs for the future.
  2. Prepare periodic and special reports as needed.
  3. Assist in division offices, as needed for special projects or to fill in for someone who is out for a period of time.
  4. Maintain files on all meetings, including notes obtained from recordings.
  5. Coordinate routine and special functions, such as purchases of office supplies, equipment, and other items, coordinating services from outside vendors and contractors, etc. by communicating with outside vendors and individuals inside the organization.


Education and Experience

High school diploma or G.E.D. Certification plus five years of progressively responsible clerical experience which included using computers and maintaining files, or an equivalent combination of education and experience. 

Required Knowledge, Skills, and Abilities

  • Knowledge of modern office practices, procedures, systems, and equipment including computers and software.
  • Proficiency in MS Office (MS Excel and MS PowerPoint).
  • Attention to detail.
  • Excellent written and verbal communication skills.
  • Strong ability to multi-task.
  • Knowledge of organizational policies and procedures including personnel policies.
  • Knowledge of business English, spelling, arithmetic, and departmental terminology.
  • Ability to set priorities, plan and implement activities to maximize efficiency.
  • Ability to provide information in a courteous diplomatic manner.
  • Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence.
  • Ability to operate standard office equipment such as computer, calculator, copy machine, fax machine, telephone system, etc.
  • Ability to maintain a variety of files and records, and to answer questions from the records.
  • Ability to establish and maintain effective working relationships with officials, other employees, residents, and the general public.
  • Ability to communicate effectively, both orally and in writing.
  • Skill in planning and organizing meetings.
  • Skill in dealing with people in a diplomatic manner.
  • Other related duties as needed.

 Core Competencies

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; and persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.

Effective Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions, demonstrates group presentation skills; participates in meetings.  Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; hold oneself personally responsible for one's own work; and 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; attends, supports, and participates in all team building exercises and events.

Ethics: Treats people with respect; keeps commitments; inspires the trust of others, works with integrity and ethically; upholds organizational values.

Problem Solving: Works well in group problem solving situations; uses reason even when dealing with emotional topics.

Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

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; follows through on commitments.

Interpersonal Skills: Focuses on solving conflict, not blame; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

Dependability: Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Judgement: Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Adaptable/Flexible Skills:  Ability to work additional hours, if required, and work with pressing deadlines and being task oriented. Proactively seeks work assignments when current assignments have been completed-takes initiative- and is challenged by full workloads. Willingness and flexibility to manage multiple tasks simultaneously while handling a variety of responsibilities is essential.

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; operating computers and other office equipment; moving about the office; attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) 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 work is primarily conducted in an office environment, with interaction with external/internal clients. 

Other: Must possess a valid driver's license and be insurable by Jacksonville Housing.

Position Reports to: Director of HCV
Leadership Accountability: No
Supervisory Accountability: No
Organizational Accountability: No
Financial Accountability: No
Customer Accountability: Interfaces with customers internally and externally.

We anticipate hiring at the minimum of the respective pay grade per contractual obligations.

We are an EOE & DFWP. A successful applicant will be required to pass a background check including but not limited to employment history, criminal record and driving record, and may be subject to a pre-employment drug screening.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

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