Job description

Under general supervision, performs a variety of administrative functions supporting management-level, or executive-level, personnel; prepares correspondence; maintains departmental records and filing systems; completes or coordinates special projects; assigned work is generally less complex than that of Administrative Assistant II; performs related duties as assigned.

This specific Administrative Assistant I position will work within PHA's for Youth and Family Center, which reports into the Resident Programs and Partnerships division.

Qualifications:

Education, Training and Experience Guidelines:

High School Diploma, or GED, AND three (3) years administrative support experience; OR an equivalent combination of education, training or experience. Completion of formal post high-school education and training preferred.

Required Knowledge of:

· PHA organization, operations, policies and procedures; HR Manual and Employee Handbook.

· HUD Regulations; Standard Operating Procedures.

· Principles and practices of office administrations.

· General office practices, equipment, and computer software.

· Records management principles; departmental records, reports, and documentation.

· Business English, spelling, punctuation, and mathematics.

· Telephone etiquette and customer service protocol.

Required Skill in:

· Coordinating and performing a variety of professional administrative functions.

· Providing skilled secretarial support to management-level personnel.

· Preparing correspondence, agendas, and various types of documents.

· Maintaining departmental records and filing systems.

· Answering incoming calls and responding to public inquiries.

· Working under pressure of deadlines, and establishing and maintaining effective working relationships with co-workers, clients, and the general public.

· Operating a personal computer utilizing standard and specialized software.

· Effective verbal and written communication.

LICENSE AND CERTIFICATION REQUIREMENTS:

· Possession of a valid Commonwealth of Pennsylvania Driver's License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is typically performed in a standard office environment.

Responsibilities:

SUMMARY:

ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

· Maintains calendars, sets appointments; maintains reports, schedules and takes minutes of meetings;

· Completes requisitions, and processes invoices for payment after approval;

· Maintains reports, prepares letters, memos, and correspondence for the department;

· Maintains departmental file system;

· Receives and distributes incoming mail;

· Disseminates information and routes incoming calls to appropriate point of contact; follows up to insure timely completion of delegated assignments;

· Works on special projects as assigned; may perform back-up duties for other positions within the work group to ensure continuity of operations;

· Maintains and enforces all aspects of security and confidentiality of records and information;

· May represent supervisor at meetings; AND

· Performs other duties as assigned or required

How to Apply:

All applications will be accepted through the Philadelphia Housing Authority’s Jobs Board at www.pha.phila.gov/jobs.

Closing Statement:

About the Philadelphia Housing Authority (PHA)

Established in 1937, and with an employment workforce of over 1,100, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia, Pennsylvania.

Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants.

PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic.

The Philadelphia Housing Authority requires all employees to be fully vaccinated against COVID-19.

Job Type: Full-time

Pay: $38,000.00 - $39,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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