THE HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH

JOB DESCRIPTION

Job Title: Administrative Assistant

Reports To: Property Manager

Revised: JULY 22, 2022

Department: AFFORDABLE HOUSING

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POSITION SUMMARY:

The Administrative Assistant serves as a member of HACDB’s administrative services team providing customer service to the public and both clerical and technical support to program and management staff in accordance with PHA and HUD guidelines. Duties include: greeting the public, answering the phone and responding to questions and requests for information, operating office equipment, using desktop software, maintaining records, handling mail, managing employee calendars, organizing and distributing documents received from tenants and/or prospective tenants and performing general cleaning as required to include but not limited to sweeping the waiting room and keeping the office area wiped down and free from clutter. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills.

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ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet visitors, answer questions about agency services including explaining eligibility requirements and procedures to apply for housing; refer individuals to other community housing and shelter agencies if necessary.
• Answer the phone and take messages; route calls and messages to appropriate staff.
• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, initiate work orders, and document complaints.
• Schedule appointments and maintain calendar for housing staff.
• Ensure voicemail messages are being answered in a timely manner.
• Organize and maintain a clean work space by vacuuming daily, changing out trash, wiping down surfaces in the office, break room, and lobby areas.
• Pick-up mail and packages from main office. Open, date stamp, and sort mail and route to appropriate destinations.
• Prepare material (notices, bills, newsletters, brochures, correspondence, etc.) for mailing by addressing and stuffing envelopes, printing and affixing labels and applying postage with postage machine; deliver mail to the post office.
• Prepare documents and offline publicity and correspondence to include flyers and public announcements.
• Compile, copy, sort, and file records of office activities and resident activities, including sending and receive faxes.
• Provide support on operation and maintenance of HACDB phone system to include update phone messages for the auto attendant on phone system. Also assist staff in updating messages.
• Receive requests for repairs from tenants, set up maintenance work orders in computer system by entering pertinent data, printing, and routing the work order to the Maintenance Manager; file work order documents upon completion of the work by the maintenance staff.
• Use Microsoft Office Suite (WORD, EXCEL, Publisher, PowerPoint) to prepare documents, record information and maintain records (e.g. water usage by living unit; resident pet information.
• Assist with physical inventory of office supplies or other account tracking duties.
• Coordinate vendor services to include office supplies and office equipment such as copier maintenance and ink supplies.
• Coordinate office management tasks to improve efficiencies through review and organization of business processes.
• Coordinate projects among staff and partner agencies.
• Attend training and education when necessary, recommended, or otherwise assigned to meet changing needs.
• Support public meetings and events as directed (arranging facilities, refreshments and documents, etc.)
• Provide backup for other staff, attending meetings and training, and perform special projects as required.
• Perform any additional duties as assigned by Executive Director and/or Senior Property Manager or their designees.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrated knowledge of Microsoft Office Suite (Word, Excel, Publisher, PowerPoint) for data management and advanced knowledge of Word functions (including mail-merge).
• General office procedures, and the use of common office equipment.
• Must develop knowledge of HHA facilities and equipment such as printer, copier, postage and fax machines, and telephone system.
• Ability to establish and maintain cooperative working relationships with all those contacted in the course of work (including, but not limited to, fellow employees, community members, and tenants);
• To communicate effectively verbally and in writing; and to recognize and maintain confidentiality of personal information.
• Ability to organize and complete detailed work and solve practical problems in an office environment and to define problems, collect data, establish facts, and draw valid conclusions.
• Must develop knowledge of Yardi Voyager.
• Must develop knowledge of HACDB facilities and equipment.

EDUCATION AND EXPERIENCED REQUIRED:

• Experience in Business English, spelling, punctuation, grammar and writing skills.
• Must possess high school diploma and/or equivalent
• Two (2) years of office experience; must maintain a valid driver’s license

SPECIAL REQUIREMENTS:

• Must possess a valid Florida Driver’s License to operate a vehicle from the DBHA pool.
• Must be insurable by the Authority’s fleet insurance carrier.
• Must be bondable.

SUPERVISORY RESPONSIBILITIES:

None.

TRAVEL:

Local travel between HACDB properties.

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.

The employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Sitting, standing, and walking for extended periods of time. Lifting, carrying, pushing, and pulling object(s) weighing up to 75 pounds; stooping, kneeling, and crouching.

DISCLAIMER STATEMENT

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned.

This job description has been approved on all levels and is not to be interpreted as creating a contract for employment, expressed or implied between the Housing Authority of the City of Daytona Beach and any employee. The Housing Authority of the City of Daytona

POSITION TYPE AND EXPECTED HOURS OF WORK:

• ·This is a full-time, temporary position. Typical hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m.

TRAVEL:

• Limited travel may be required for training purposes.

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. This is largely a sedentary role; however, while performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Filing is required, which would require the ability to lift files weighing up to 25 lbs., open filing cabinets, pushing and pulling object(s) weighing up to 75 pounds. Occasional stooping, kneeling, crouching.

DISCLAIMER STATEMENT

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned. This job description has been approved on all levels and is not to be interpreted as creating a contract for employment, expressed or implied between the Housing Authority of the City of Daytona Beach and any employee. Housing Authority of the City of Daytona Beach provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Housing Authority of the City of Daytona Beach complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. Housing Authority of the City of Daytona Beach expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position

Beach provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class. In addition to federal law requirements, The Housing Authority of the City of Daytona Beach complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.

The Housing Authority of the City of Daytona Beach expressly prohibits any form of workplace harassment based on race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class.

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

HOW TO APPLY?

Please download HACDB Employment Application, complete it and attach your updated resume along with your letter of interest.

Click here to download our employment application.