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EXECUTIVE ASSISTANT to the CEO and COMMISSIONERS

Hinesville Housing Authority

POSITION TITLE:              EXECUTIVE ASSISTANT to the CEO and COMMISSIONERS – NON-EXEMPT POSITION            

REPORTS TO:                    Chief Executive Officer [CEO]

SUPPORT TO:                    CEO, Board of Commissioners, Staff, Residents and Visitors

 

Overall Focus:  To assist the CEO of HHA in developing the Authority into a Non-Profit Full Service Residential Management and Property Development Corporation that provides affordable housing for individuals and families. The position requires regular attendance to perform the essential duties and responsibilities of the assigned property locations.

 

Primary Duties:  Under general supervision of the CEO, the Executive Assistant has considerable independence and / or judgment within the constraints of current policies and procedures. This role manages the administrative department and maintains all HHA /HPMMS / HHD records, policies, procedures, personnel and health benefit records in a professional and confidential manner.  Additional expectations of the Executive Assistant is to establish and maintain positive, productive working relationships, both internally and externally, and ensures that all residents, vendors and / or visitors receive superior customer service.  The primary duties includes:

 

  • Assisting the CEO by performing responsible public relations duties through contacts and associations with commissioners, visitors, vendors, federal and local officials and the public.
  • Providing assistance to staff and management in understanding, using and implementing all HHA / HPMMS / HHD administrative tasks, duties and procedures as well as the use of modern office equipment, computers and software.
  • Reviewing and screening of all applications on behalf of the CEO for open staff positions and assist the CEO with interviews, references and background checks to ensure due diligence in completed before any hiring occurs.
  • Maintaining Confidentiality of all Board of Commissioners and CEO activities as well as staff personnel and health issues and serves as Executive Assistant to the CEO and Board of Commissioners.
  • Promoting authority mission, vision and participating in the implementation and audit of the strategic planning processes.
  • Assisting CEO is preparing for all Board of Commissioners’ meetings, preparing of agendas, contacting participants and guests, gather data and prepare presentations and reports as directed. Complete minutes after all meeting for CEO’s review and approval prior to distribution.
  • All other duties as assigned.

 

Primary responsibilities:  The responsibilities of this action oriented, customer focused position are to be performed in an ethical and professional manner at all times in accordance with HHA / HPMMS / HHD policies, procedures, and HUD regulations.  The primary responsibilities includes:

 

  • Providing administrative and clerical support to the CEO, answering the telephone and responds to inquiries concerning the activities of the CEO, receives and reviews incoming correspondence for the CEO and prompts CEO to review information with short timelines.
  • Developing and managing a current functional filing system, preparing correspondence and completing clerical / administrative duties in accordance with needs of the authority and CEO.
  • Reviewing any administrative purchases to ensure budgetary compliance is maintained and assists CEO in developing annual budgets.
  • Maintaining current position descriptions in an easily accessible file and reviewing each position annually with the CEO and the employees to ensure that all changes are either, added or deleted in a timely manner.
  • Coordinating performance reviews with supervisors and managers on behalf of the CEO to ensure all employees receive an annual performance and salary evaluation.
  • Assisting CEO in developing human resources planning strategies and actions, posting of all open employment positions, and researching employee law for CEO when the need arises.
  • Compiling information for various periodic reports and assists CEO in developing presentations.
  • Maintains inventory levels of office supplies and initiates purchase requests as needed.
  • Assisting CEO and resident services in preparing training and planning for commissioners.
  • Plans appointment schedule for the CEO, makes all travel plans and processes all HR confidential matters for the CEO and Board of Commissioners. Ensures that Board Chairperson is kept apprised of CEO travel plans when she is away from the Authority.

 

Qualifications: The position is full time and requires regular attendance to perform the essential duties and responsibilities of the assigned property locations.  To perform the essential job functions, the following minimum qualifications or standards are required:

 

  • Education: High school diploma with five (5) years’ of administrative executive level support experience in working with assisted and / or public housing. Bachelor’s degree in Business Administration or Human Resources with five years’ experience is preferred.
  • Certifications: Certified Professional Secretary (CPS) and / or Certified Administrative Professional (CAP) designation (preferred).
  • Experience:
    • Strong budgeting and office management skills, required.
    • Experience using Yardi is preferred and if not, training is required in twelve (12) months of employment.
  • Extensive experience using MS Office software:
Microsoft Excel Intermediate Skills
Microsoft Word Advanced Skills
Microsoft PowerPoint Intermediate Skills
Microsoft Access Basic Skills
Microsoft Outlook Email and Calendar Skills
Keyboard Skills 55 wpm w/ 85% accuracy
  • Maintains a consistent professional appearance, communication skills, and ability to develop and present data and information to diverse audiences.
  • Excellent customer service skills and a general understanding of housing programs, policies, and procedures, and experience with multifamily housing management is required.
  • Demonstrated ability to analyze, plan, organize, supervise, and complete a full range of responsibilities with minimal supervision and lead others toward common goals.
  • Experience preparing powerpoint presentations and setting up the equipment for the presentations including the projector, speakers, screens, sound systems, flipcharts and / or whiteboards.
  • Ability to communicate professionally, both orally and in writing and a strong level of comfort around higher management as well as commissioners and elected officials.
  • Ability to analyze complex situations and problems, and resolve in accordance with policy.
  • Ability to establish and maintain positive working relations, internally and externally of HHA / HPMMS / HHD and always maintains Confidentiality.

 

Special Requirements:

  • Must successfully pass an alcohol and drug screening test as well as a criminal background check.
  • Must be bondable and sign a Non-Disclosure (Confidentiality) Agreement as a condition of employment.
  • The employee must become a Certified Occupancy Specialist [COS] within eighteen (18) months of hire date.
  • Visual acuity to prepare and analyze data and operate a personal computer.
  • Must possess a valid State of Georgia Class 1 Motor Vehicle Operators License and must be insurable under the agency’s fleet insurance carrier.
  • Employee must be able to sit, stand and move for moderate periods as required to complete the tasks of the job and lift up to twenty (20) pounds on a periodic basis.

 

Disclaimer:

This position description is not a complete list of duties, responsibilities, or working conditions.  While this position description intends to be an accurate reflection of the job requirements, the Authority reserves the right to modify duties without notice and to assign other duties as necessary to accomplish the goals and tasks of the organization.  All requirements are subject to possible modification and reasonably accommodate individuals with disabilities.  However, some position requirements may exclude individuals who may pose a direct or significant risk to the health and safety of themselves, employees, and/or residents.  This position description is not an employment agreement or contract.  HHA / HPMMS / HHD does not discriminate in practices on the basis of race, color, creed, religion, gender, national origin, age, protected disability, veteran status, sexual orientation, gender identity, genetic information, or any other characteristic protected by applicable law.

 

Employee Signature and Date:

 

After reading the job description, I understand its duties and responsibilities.  I am able to perform the essential functions and meet the job requirements of the position. In addition, I have had the opportunity to discuss the job description with my supervisor and/or the CEO.

 

Date Written:                   March 1, 2017

Date Approved:             August 10, 2017

Date Updated:               December 2, 2019