Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT
Applications Accepted from:
All Persons Interested

PN 37890

Division:
Single Family

Reporting

Location:

2100 Travis, Houston, TX 77002

Workdays &

Hours:

8 am - 5 pm, Monday - Friday
* * Subject to change

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS

The City of Houston's Housing and Community Development Department (HCD) seeks to create a city in which every resident has an affordable home in a community where they can thrive. Partnering with non-profit, governmental, and local entities, HCD strives to strengthen Houston's neighborhoods and provide true housing choice.

To achieve this vision, HCD is seeking an Administrative Assistant to join its team. In this position, you will be responsible for providing administrative support to all sections relating to Eligibility and New Home Construction. Additionally, this position is responsible for ensuring the Program Staff receives complete and accurate applications and supplemental documentation to process files efficiently.

Candidates for this position should have a high degree of initiative, exceptional attention to detail, well-developed critical thinking skills, experience with MS Office, SharePoint, and Adobe Pro, and be customer service oriented. The candidate should also be highly organized and able to meet goals in a high-volume production environment.

Key Responsibilities

* Responds and provides assistance to internal and external stakeholders.

* Assists with updating Standard Operating Procedures, Program Guidelines, Job Aids, and other relevant documents.

* Provides assistance to program staff with database management by completing data entry or uploading documentation received.

* Provides intake and screening for applicants by collecting required documentation (via phone, online, in-person or off-site) for file review.

* Assists with the planning, presentation, and promotion of program events and outreach.

* Maintains awareness of all changes to applicable program requirements and adopt those changes in the performance of specific work tasks.

* Supports management with administration tasks.

* Performs other duties or special projects, as assigned.

Essential Attributes

* Driven:
Exhibits initiative and a willingness to take ownership of assignments and go the extra mile to complete assigned tasks.

* Initiative. Seeks alternative means and methods to add value to role and take on additional related responsibilities with an ability and willingness to perform a wide range of diverse duties

* Attention to Detail. Ability to assess detail and work in a time-conscious and time-effective manner with an ability to respond to changing priorities and multiple interruptions

* Prioritization. Organizes and prioritizes a variety of assignments and multiple tasks in an effective and timely manner, set priorities, and meet deadlines

* Problem Solving. Ability to analyze and make independent recommendations regarding solutions to barriers to completion of assigned tasks.  

This is a grant funded position subject to cancellation when funds are depleted and/or contract period ends.

WORKING CONDITIONS     

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions. There are occasional minor discomforts from exposure to less-than optimal temperature and air conditions.

MINIMUM EDUCATIONAL REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

MINIMUM EXPERIENCE REQUIREMENTS

One year of administrative experience is required.

Substitutions:

* Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

MINIMUM LICENSE REQUIREMENTS

None.

* Application processing, eligibility determination and/or construction.

* Exceptional organizational skills, attention to detail, and the ability to manage multiple projects and competing priorities/deadlines

* Excellent customer service and relationship-building skills

* Managing multiple tasks and priorities with competing deadlines and adapting to frequently changing production requirements and schedules.

* Performing at an intermediate-advanced level in Microsoft Word,…