ESSENTIAL JOB FUNCTIONS

· Develops and implements procedures for expediting the flow of clerical work through the office; screens visitors and phone calls for the Chief Executive Officer (CEO) and answers inquiries or refers them to appropriate persons for handling.
· Sorts mail delivered to the office and routes it to the proper programs; maintains control over incoming and outgoing correspondence.
· Takes and transcribes dictation, composes and prepares confidential correspondence, reports and other complex documents for the CEO.
· Prepares memorandums independently and on behalf of the CEO.
· Composes correspondence on a variety of assigned subjects; reviews correspondence for proper grammar, format, completeness, and consistency with Housing Authority policy.
· Collects and organizes required data and prepares travel arrangements including airfare, hotel and meeting itineraries for CEO and employees.
· Arranges and schedules appointments for the CEO and makes certain they have all necessary materials and are briefed before each meeting.
· Provides support to the Board of Commissioners for both Housing Authority and Redevelopment Authority including preparing agendas, notices, minutes and resolutions.
· Prepares renewals of insurance policies for Housing Authority and Redevelopment Authority including property, liability, auto, Directors and Officers, Workers Compensation.
· Maintains records for non-profit corporations of the Housing Authority.
· Monitors renewals of Housing Choice Voucher Project Based Housing Assistance Payments contracts between the Housing Authority and contracted agencies.
· Acts as an intermediary, maintaining frequent contacts for the CEO with public and private executives, professional persons, and other officials.
· Prepares correspondence, adjusting complaints or supplying information explaining housing authority procedures.
· Interprets regulations and applies rules to a variety of work situations.
· Maintains the filing and records system in the executive office.
· Responsible for maintaining supplies, equipment repair and telephone service for administrative office.
· Prepares reimbursements for Butler City Police department for additional patrolling of public housing properties.
· Assists Public Housing, Housing Choice Voucher and Finance departments as needed.
· Attends staff meetings as required.
· Performs other related duties as required/assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

· Associate’s Degree in Business Administration, Computer Science, or a related field.
· Five (5) years of responsible secretarial experience.
· Or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

· Valid Pennsylvania Driver’s License

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge of the principles of office management and supervision and of standard record maintenance procedures.
• Knowledge of the functions, organization, and governing laws and regulations of the housing authority.
• Knowledge of modern office practices, procedures, and equipment, including computers, photocopiers, and calculators.
• Skill in interpreting and applying pertinent federal, state, and local laws, codes, and regulations relating to assigned activities.
• Skill in interpreting and applying administrative and City policies, procedures, laws, and regulations relating to assigned activities.
• Skill in independently performing the most difficult administrative support services.
• Skill in performing responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
• Skill in independently preparing correspondence and memoranda.
• Skill in planning, assigning, reviewing, and supervising the work of clerical employees.
• Skill in taking and transcribing dictation, if required by assigned position, at a speed necessary for successful job performance.
• Skill in operating modern office equipment, including a computer and word processor.
• Skill in working cooperatively with other departments, City officials, and outside agencies.
• Skill in interpreting, explaining, and enforcing City policies and procedures.
• Skill in planning, organizing, and scheduling office priorities.
• Skill in supervising, training, and evaluating assigned staff.
• Skill in typing at a speed necessary for successful job performance.
• Skill in communicating clearly and concisely, both orally and in writing.
• Skill in taking dictation and transcribing complex material at a reasonable rate of speed.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to exercise good judgement, courtesy, and tact in receiving callers, in giving and obtaining information, and in making proper disposition of problems.

This position performs a wide variety of clerical and administrative duties as an assistant to the Chief Executive Officer. Duties include analyzing operations and procedures and recommending changes. This position may supervise clerical staff and make independent decisions regarding the internal functioning of the Housing Authority office.