Posting Open Until Filled

Salary Range: $35,350 - $44,241

General Description and Classification Standards

 Responsible, courteous, and organized individual who sought to greet clients in person and over the phone while performing general office work and various administrative support functions. Organizational solid/multi-task skills are an asset. This individual should possess a responsible work ethic and be sensitive to confidential matters related to staff/vendor/resident matters. Provides varied and advanced administrative and support services to the Department of Grants and Community Development. Prepares, reviews, distributes, and files routine correspondence, memoranda, letters, and reports; attends staff and other meetings and takes notes or minutes—plans and coordinates meetings within the office or across departments. Carries out special administrative or office operations projects; as needed, serves on interdepartmental teams for process improvement or other tasks. Answers call and respond to general phone, email, or written inquiries. Maintains department records and files. Supervision Received Reports to the Administrative Support Lead

Essential Duties & Responsibilities 

These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned. 

• Maintains a friendly environment for guests and clients as they wait in the Office lobby 

• Answers office phone and determines appropriate division or staff to direct callers to 

• Maintains a directory of partner organizations and housing providers to direct callers to 

• Greets guests as they enter the office and notifies staff of visitors, and directs guests to the conference room for meetings 

• Collects and distributes office mail • Assists in tracking and routing contracts and disbursements for payment 

• Managed and organized the file room and assisted in archiving of files during the retention period to ensure compliance with federal guidelines 

• Manage the scheduling of the conference room 

Knowledge, Skills & Abilities 

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. 

• Skill in communicating and interacting with customers, supervisors, and other staff members 

• Skills in using standard office software, e.g., Word, Excel, PowerPoint 

• Ability to use specialized office data systems 

• Ability to build effective relationships within the organization and with outside contacts 

• Ability to compile, organizes, prepare, and maintain an assortment of records, reports, and information 

• Ability to respond to general questions regarding services and programs offered by the Office

Minimum Qualifications – Education and Experience

 Associates degree in secretarial science or related field OR Three years of secretarial, clerical, or general administrative and supervisory experience 

Preferred Education & Experience 3-5 years of experience as an Administrative Assistant, Office Manager, or equivalent 

Licensures and Certifications 

None required 

Essential Capabilities and Work Environment 

Physical, lifting, and sensory capabilities are required to perform the job successfully under typical environmental conditions associated with the job