Title: Administrative Assistant Recertification FLSA Status: Non-Exempt

Transcription

1 PSTED DEADLIE PAY ATE CTACT SUPEVIS July 26, 2018 August 1, 2018 $15.41 $23.42 ($32,053 $45,714) Jackie andle (913) or Cherrie Escobar, Director of Section 8 Title: Administrative Assistant ecertification FLSA Status: on-exempt BIEF DESCIPTI: The purpose of this position is to provide support to the Section 8 office and completing daily clerical and administrative duties. This is accomplished by answering and distributing phone calls, greeting and assisting clients, scheduling appointments for Program Specialists, processing requests for tenancy approval forms, updating the tenant database, creating and mailing letters and various documents, maintaining inspection logs, running monthly reports and maintaining records. ther duties include maintaining available housing lists, monitoring and ordering office supplies, creating paperwork packets for participants, creating Board meeting charts, and conducting special projects. ESSETIAL FUCTIS: ote: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Additionally, please be aware of the legend below when referring to the physical demands of each essential function. (S) Sedentary (L) Light (M) Medium (H) Heavy (V) Very Heavy Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; requires walking or standing to a significant degree. Exerting lbs. occasionally; lbs. frequently; or up to 10 lbs. constantly. Exerting lbs. occasionally; lbs. frequently; or up to Exerting over 100 lbs. occasionally; lbs. frequently; or up to # Code Essential Functions % of Time 1 S Processes requests for Tenancy Approval forms by acquiring and 25% reviewing property deeds; researching ownership history; verifying property taxes are paid and up to date; reviewing leases for compliance; ensuring requested rent amounts are within the allotted amount Section 8 is allowed to pay for each particular tenant; verifying landlords are approved Section 8 landlords; and completing and compiling all required documents and presenting them to the Finance Department. 2 S Creates and distributes letters and forms by corresponding with 25% the Director on a continuous basis to determine what form of correspondence is necessary and completing then mailing these letters and forms. 3 S Maintains the Section 8 office by answering and directing 25% Administrative Assistant ecertification 1

2 telephone calls; scheduling appointments for Program Specialists; greeting clients, applicants and landlords; creating and distributing briefing various document packets; managing and monitoring the supply closet; ordering forms; maintaining participant files; and corresponding with utility companies regarding participants utility service. 4 S Maintains Housing Quality inspection log by ensuring each inspection is recorded; and corresponding with inspectors and department heads to ensure all data is up to date and accurate. 5 S Processes monthly recertification reports by running a list of participants who need to renew their annual recertification; sending out letters to participants regarding appointment times; ensuring each recertification file is pulled; and sending out termination letters to those who fail to attend their second invitation for recertification. 6 S Manages the housing assistance payment contracts by notifying landlords when contracts are ready to be signed; ensuring lease information corresponds with payment contracts; verifying move in dates; maintaining files; and distributing completing and signed copies of the contracts to landlords. 10% 10% 5% Administrative Assistant ecertification 2

3 JB EQUIEMETS: Formal Education Experience Supervision Human Collaboration Skills Freedom to Act Technical Skills Fiscal esponsibility eading Math Writing Certification & ther equirements -Description of Minimum Job equirements- Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency. ver one year up to and including three years. Job has no responsibility for the direction or supervision of others. Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. eceives Direction: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion. Basic: Work requires the use of standard technical skills appropriate to the work environment of the organization. Position has no fiscal responsibility. Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. rdinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. rdinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. rdinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study. one Administrative Assistant ecertification 3

4 VEALL PHYSICAL STEGTH DEMADS: -Physical strength for this position is indicated below with X - Sedentary Light X Medium Heavy Very Heavy Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly requires walking or standing to a significant degree. Exerting lbs. occasionally, lbs. frequently, or up to 10 Exerting lbs. occasionally, lbs. frequently, or up to Exerting over 100 lbs. occasionally, lbs. frequently, or up to PHYSICAL DEMADS: C Constantly 2/3 or more of the time. F Frequently From 1/3 to 2/3 of the time. ccasionally Up to 1/3 of the time. arely Less than 1 hour per week. ever ever occurs. ote: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation. -Physical Demand- -Frequency- -Brief Description- Standing observing work duties, communicating with co-workers Sitting F desk work Walking F to other departments/offices/office equipment Lifting supplies Carrying supplies Pushing/Pulling file drawers, equipment eaching for supplies, for files Handling F paperwork, monies Fine Dexterity F computer keyboard, calculator Kneeling filing in lower drawers, retrieving items from lower shelves/ground Crouching retrieving items from lower shelves/ground Crawling Bending filing in lower drawers, retrieving items from lower shelves/ground Twisting Climbing step stool Balancing Vision C reading, computer screen Hearing communicating via telephone/radio, to co-workers/public, listening to equipment Talking F communicating via telephone/radio, to co-workers/public Foot Controls ther (specified if applicable) Administrative Assistant ecertification 4

5 MACHIES, TLS, EQUIPMET, SFTWAE, AD HADWAE: Computer hardware and software, printer, scanner, fax machine, telephone, calculator, Microsoft ffice Suite EVIMETAL FACTS: C Continuously F Frequently ccasionally arely ever -Health and Safety Factors- -Environmental Factors- Mechanical Hazards espiratory Hazards M Chemical Hazards Extreme Temperatures S Electrical Hazards oise and Vibration Fire Hazards Wetness/Humidity Explosives Physical Hazards Communicable Diseases Physical Danger or Abuse ther (see 1 below) (1) /A D Daily W Several Times Per Week M Several Times Per Month S Seasonally ever PTECTIVE EQUIPMET EQUIED: one -PHYSICAL DEMADS: F Frequently From 1/3 to 2/3 of the time ccasionally Up to 1/3 of the time -Description of on-physical Demands- Time Pressure Emergency Situation Frequent Change of Tasks Irregular Work Schedule/vertime Performing Multiple Tasks Simultaneously Working Closely with thers as Part of a Team Tedious or Exacting Work oisy/distracting Environment ther (see 2 below) (2) /A arely Less than 1 hour per week ever ever occurs -Frequency- PIMAY WK LCATI: ffice Environment X Vehicle Warehouse utdoors Shop ther (see 3 below) ecreation/eighborhood Center (3)/A Administrative Assistant ecertification 5

6 SIGATUE EVIEW AD CMMETS: I have reviewed this description and understand the requirements and responsibilities of the position. Signature of Employee Date Job Title of Supervisor Signature of Supervisor Date Job Title of Department Head Signature of Department Head Date Comments: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change. Administrative Assistant ecertification 6