POSITION TITLE: Administrative Assistant
DEPARTMENT: St Charles Parish Housing Authority
CLOSING DATE: Until Filled
SALARY RANGE: $1,439.00 – $2,824.00 Monthly
FLSA CLASS: Non-Exempt / Classified Civil Service
To apply please visit: www.civilservice.louisiana.gov/
St. Charles Parish Housing Authority
Reporting to St. Charles Parish Housing Authority (SCPHA) Executive Director, the Administrative Assistant is responsible for performing a wide range of clerical and administrative duties necessary to support SCPHA.
This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
Performs all duties in accordance with rules, regulations, and policies; communicate with both HCV and Low Rent supervisors. Processes routine paperwork and/or enters data into a department log or database. Develops procedures and guidelines related to the filing and/or imaging of documents. Compiles information from various sources and prepares specialized reports as needed; formats reports according to department standards. Composes, edits, proofreads and prepares routine correspondence as directed. Performs administrative support activities such as maintaining files and central records, printing and duplication services, purchasing of supplies and equipment, and preparation of payroll or personnel records. Sorts and routes mail to proper divisions. Performs a variety of administrative tasks such as organizing appointment calendar and booking meeting rooms. • Assists department personnel on special projects. Schedules and attends conferences and meetings and records and distributes meeting minutes. Greets incoming visitors and clients, determines the nature of their business, and directs them to appropriate staff.
Answers, screen and routes all incoming telephone calls, answering routine questions or transferring to the appropriate staff. Takes messages in the absence of staff. Records the caller’s name, time of call, nature of business, and staff called. Other administrative duties as assigned.
This position requires the incumbent to exhibit the following behavioral skills:
Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with sensitive topics and/or irate customers. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; Manages difficult or sensitive customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance. Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting. Teamwork: Balances team and individual responsibilities; Contributes to building a positive team spirit; Puts success of team above own interests. Establishes and maintains effective working relationships with others. Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Communication Skills: Conveys information clearly and effectively; uses correct grammar, spelling, punctuation, and vocabulary; Demonstrates ability to follow verbal and written instructions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Competencies: Self-starter; Self-motivated, Strong customer service skills, Excellent telephone etiquette, Excellent time management skills, Strong oral and written communication skills, Detail-oriented with excellent organization skills, Skilled in data entry and simple mathematical calculations, Skilled in interacting with people of different backgrounds