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Executive Administrative Specialist

Peninsula Housing Authority Port Angeles ,WA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: Salary Range: $47,494- $57,867 Annually Job Hours & Status:40 hours Exempt This is a non-union position Scope of Work: Serves in the Capacity of confidential assistant for the Executive Director’s Office, independently planning and coordinating administrative support functions. Prepares a variety of administrative and operational reports. Responsible for managing, preparing and processing the agency payroll. Provides a variety of human resource functions including benefits administration for Housing Authority departments and staff, outside agencies and general public. Provides high level support by conduction research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Summary Under supervision of the Comptroller performs a wide variety of responsible, confidential, and complex administrative, technical, programmatic, fiscal and secretarial duties to support the personnel functions of the agency and the agency’s Executive Director and Board of Commissioners. Main duties include Payroll, Human Resources Administration, Executive Office and Board of Commissioner’s Administrative Support, Records Retention, and Public Records Requests. Scope of Responsibility Serves in the capacity of confidential assistant for the Executive Director’s Office, independently planning and coordinating administrative support functions and services. Participates in the development, implementation, and administration of administrative policies, procedures, and programs. Prepares a variety of administrative and operational reports. Responsible for managing, preparing and processing the agency payroll. Provides a variety of human resource functions including benefits administration for Housing Authority departments and staff, outside agencies, and the general public. Provides high-level support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This position may be designated “essential worker.” Essential worker means those positions as designated by the Housing Authority that respond and perform work functions during an emergency essential to the protection, health, safety, and welfare of citizens of Clallam & Jefferson Counties and to the operation of public facilities and property. The Housing Authority maintains the right to recall any employee to perform essential duties during any emergency, or to restore governmental functions during extended emergencies. Essential Job Functions Plans, directs, coordinates, and reviews assigned activities and operations of the Executive Director’s Office including assigned accounting, administrative support, technical, and/or programmatic service areas; assigns work activities, projects, and programs under direction of the Executive Director; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved. Conducts research, prepares, revises, and implements various administrative policies, procedures, and rules in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for assigned areas. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations. Performs a wide variety of complex, and confidential duties for the Housing Authority Board of Commissioners, and staff; relieves assigned staff of administrative work including investigating and answering complaints and in resolving operational and administrative problems. Maintains payroll information by collecting, calculating, and entering data. Updates payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers. Resolves payroll discrepancies by collecting and analyzing information. Provides payroll information by answering questions and requests. Maintains payroll operations by following policies and procedures; reporting needed changes. Processes monthly payroll and all payables associated thereto, including technical tax forms, reporting and payments. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility. Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements. Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to Housing Authority regulations and office policies; assists the public and other Housing Authority staff in interpreting and applying Housing Authority policies and procedures. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains personnel files for all current and former office personnel including personnel actions; types employee performance evaluations as assigned. Provides information regarding benefit plans, supplying employees with manuals, booklets, forms, provider information, and any other relevant information regarding benefits. Performs a variety of technical human resources duties as assigned, provides assistance to prospective and current personnel, prepares and maintains a variety of related personnel records and reports. Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system. Conducts, attends, and participates in staff meetings as required; coordinates and prepares agendas for meetings. Maintains general agency records. Administers records retention policies and provides guidance to agency staff for records retention as requested. Performs related duties as required. Qualifications Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description. The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Operational characteristics, services, and activities of the functions, programs, and operations of the Housing Authority Work organization and office management principles and practices Pertinent Federal, State, and local laws, codes, and regulations Knowledge of accounting procedures and basic mathematics Modern office procedures, methods, and equipment including computer Computer applications such as word processing, spreadsheets, and statistical databases Processes, procedures, and practices of budget preparation and administration Principles of business letter writing and report preparation; English usage, spelling, grammar, and punctuation Ability to: Participate in the management of the Executive Department’s administrative functions and operations of the Housing Authority Understand and process complex payroll to include maintaining and creating tools to better track and control the process accurately on a consistent basis. This includes a full understanding of cost allocation, budget and detailed accounting. Understand the organization and operation of the agency and of outside agencies as necessary to assume assigned responsibilities Understand, interpret and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative pursuant to agency policies Participate in the preparation and administration of assigned budgets Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals Research, compile, analyze, and interpret data Prepare a variety of clear and concise administrative reports Independently prepare correspondence and memoranda Implement and maintain filing systems Type and/or enter data at 60 words per minute Operate and use modern office equipment including a computer and various software packages Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports Communicate clearly and concisely, both orally and in writing Establish and maintain effective working relationships wi

Peninsula Housing Authority

Address

Port Angeles, WA
98362 USA