Benefits:

Opportunity for advancement

Summary

This position is responsible for providing administrative and secretarial support for the New Bern Housing Authority properties and secretarial support for the Executive Director. The incumbent also provides administrative and technical human resources (HR) assistance in the day-to-day operations of the New Bern Housing Authority. The HR functions with duties include, but are not limited to filing documentation, administrative support, recruitment and onboarding, data collection, creating and maintaining reports, and coordination of employee benefits.

All activities must support the New Bern Housing Authority's mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The following is a list of the key duties and responsibilities, skills, experience, and knowledge required for the employee in this position. The listed duties are not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities, but, rather, a representative list of the key duties of the position. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The New Bern Housing Authority reserves the right to assign work in other areas to equalize or balance the workload, cover absences, or for other business needs of the New Bern Housing Authority.

Executive Assistant Duties

1. Oversee the day-to-day office management of Executive office

2. Interacts and coordinates communication with the Board of Commissioners, the Department of Housing and Urban Development (HUD), the Mayor’s office, Congressional staff members, New Bern Housing Authority staff, customers of the New Bern Housing Authority, and the general public.

3. Provides administrative support for the New Bern Housing Authority’s functions including recordkeeping, document generation, data tracking, follow-up, telephoning, mailing and filing as assigned; identifies administrative needs of the department and develop appropriate solutions and recommendations.

4. Provides clerical and administrative support to the Executive Director, including preparatory work for board meetings, staff meetings, soliciting and receiving quotes for purchases, submitting monthly reports, etc.

5. Provides clerical and administrative support to the Executive Director, including preparatory work for board meetings, preparing the board packet, resolutions, reports, etc.

6. Provides customer service and answers questions from New Bern Housing Authority residents and applicants. When appropriate, directs questions and issues to internal or external party for resolution.

7. Coordinates with the Executive Director on New Bern Housing Authority recruiting events; posts job advertisements and receives resumes and job applications; schedules job interviews and assists with coordinating interview process; coordinates drug testing, background checks, and reference checks.

8. Leads new employee onboarding, including coordinating the setup of employee log-ins, workstations, email addresses, etc.

9. Processes all materials necessary for meetings and distributes minutes of meetings.

10. Processes and appropriately routes Executive Office mail received by New Bern Housing Authority.

11. Processes vendor invoices for payment.

12. Coordinates the distribution of information coming to and from the Executive office.

13. Prepares correspondence of a general, specialized, and confidential nature.

14. Performs various clerical jobs such as filing, telephone screening, greeting, etc.

15. Receives calls and responds to inquiries from staff, commissioners, residents, customers, etc.

16. Performs other related duties as assigned.

Required Knowledge, Skills and Abilities

1. Knowledge of the general operations and procedures of a professional office.

2. Demonstrated knowledge of English spelling, punctuation and grammar.

3. Knowledge of the operation of commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications.

4. Some knowledge of the purposes, policies, and regulations of a Public Housing Agency (PHA) is helpful, but not required.

5. Knowledge of report preparation techniques and procedures and a demonstrated ability to prepare professional and technical reports, board resolutions and other documents.

6. knowledge of report preparation techniques and procedures and a demonstrated ability to prepare and evaluate professional and technical reports and other documents.

7. Ability to accurately and rapidly compose effective correspondence.

8. Demonstrated ability to take accurate and meetings notes and dictation and in a timely manner, accurately transcribe them into documents ready for distribution.

9. Ability to work independently and in group settings use sound judgment in decision making and problem solving.

10. Ability to present ideas in a clear and concise manner, in English, both orally and in writing.

11. Ability to effectively communicate with all levels of employees and explain organizational policies, procedures and initiatives.

12. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state and federal officials; ability to communicate with people from a board range of socio-economic backgrounds.

13. Ability to understand, act on , and interpret policies, regulations, and procedures as set forth by the New Bern Housing Authority and/or HUD.

14. Ability to assist in planning, promoting and evaluating New Bern Housing Authority’s goals, objectives, agency plans, etc. as they relate to the executive director office.

15. Ability to work productively in less than ideal conditions, e.g. noise, high traffic areas, etc.