Position Description

Classification: Administrative Assistant

Supervisor: Executive Director

Position will be part-time but full time coverage will be needed for up to 12 weeks to cover a maternity leave.

Position Summary

Under the supervision of the Executive Director or delegated personnel, answers incoming phone calls and directs to appropriate personnel, greets the public, and performs other clerical and administrative duties as required.

Performance of the duties requires excellent public relations and administrative skills.

Major Duties and Responsibilities

1. Serves as the front desk receptionist; answers incoming phone calls and routes to proper destinations.

Assists walk-ins by answering general questions and directing further questions to proper department or staff person.

2. Writes and routes accurate messages.

3. Reports telephone equipment failure to appropriate personnel.

4. Assists with mailings, board folders and general correspondence.

5. Performs proficient computer skills; copying and general correspondence.

6. Completes pick up of rent from annex office; and prepare deposit slips

7. Orders supplies for the office.

8. Maintains central office supply cabinet ensuring a neat and orderly condition.

9. Tracks all incoming and outgoing facsimiles.

10. Ensures copier and other office machines are in working order and well supplied.

11. Notifies the news media of monthly board meetings.

12. Notifies commissioners of monthly board meetings and all other meeting dates and times.

13. Distributes employment applications and ensures completeness.

14. Distributes payroll checks as directed.

15. Assists accounting as needed.

17. Assists with special projects as needed.

18. Performs other related duties as required.

Required Knowledge and Abilities

1. Knowledge of the general operations and procedures of a Public Housing Agency (PHA) and the operations of a professional office environment.

2. Knowledge of all standard and advanced clerical procedures.

3. Working knowledge of office equipment including copiers, personal computers, calculators, facsimile machines, etc.

4. Ability to present ideas in a clear concise manner both orally and written.

5. Ability to establish and maintain effective working relationships with co-workers and residents. The ability to communicate with people from a broad range of socio-economic backgrounds.

6. Ability to work in less-than-ideal conditions, e.g. noise and high traffic areas.

Physical Requirements

Level of manual dexterity sufficient to allow for operation of computer keyboard, telephone, facsimile machine, calculator and other office machinery. Ability to move, handle, or lift small objects around desk area, e.g. files, computer printouts and reports on a regular basis. Ability to move objects 20 pounds or less on an as needed basis (reams of paper and bulk office supplies).

Minimum Education, Training and/or Experience

Graduation from standard high school including or supplemented by courses in computers and general office procedures and at least three years’ experience in administrative support or any equivalent combination of education, training, and experience to meet the required knowledge, and abilities.

Special Requirements

1. Possession of a valid driver's license.

2. Must successfully pass a drug

3. Professional References Required.

Job Type: Part-time

Pay: $15.00 - $17.00 per hour

Benefits:

• Flexible schedule

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Mount Vernon, IL 62864: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location

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