Public Affairs and Communications Assistant

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Full Time Professional Silver Spring, MD, US

Job Description:

Public Affairs and Communications Assistant:

The Housing Opportunities Commission of Montgomery County (HOC) was established in 1974 to better respond to the County’s need for affordable housing. HOC is authorized to acquire, own, lease, and operate housing; to provide for the construction or renovation of housing; obtain financial assistance from any public or private source to assist its housing activities; and arrange for social services, resident services, and daycare.

This is a professional providing confidential administrative/secretarial support work for the Public Affairs and Communications Division under the direct supervision of the Vice President (VP) of Public Affairs and Communication.

An employee in this class must have extensive experience in office operations and be able to handle a variety of different situations and/or tasks ranging from non-standard to routine. This position independently plans, carries out and performs secretarial/clerical tasks in support of the VP. This position has full responsibility to assure that work quality, processes, etc. conform to standard operating procedures.

Guidelines and procedures are available and generally applicable; however, work in this class requires extensive knowledge of the organization and operations of a complicated and busy work environment as well as experience to handle assignments not covered by established procedures. Assigned duties require that the employee be able to resolve difficult problems and situations through the collecting, examining, and analyzing information, and subsequent appropriate action.

The work performed in this position has a substantial impact on the workflow of the Division and the Directors in terms of accuracy, coordination and implementation of the directives of the office.

Personal contacts include many diverse stakeholders including HOC leaders and staff, HOC Commissioners, Government officials and their staff, outside agencies, business organizations and community se contracts are generally for the purpose of receiving and exchanging information/suggestions, often of a critically sensitive nature, facilitating actions that may affect agency-wide programs, coordinating information and schedules, setting up meetings and communicating information. The work environment is in the normal office setting.

Work is sedentary in nature. Production typing may be required. Knowledge of a variety of automated software systems may be helpful.

Example of Duties:

• Plan, initiate, and carry to completion executive level secretarial/administrative duties
• Operate personal computer and peripheral equipment to produce correspondence, expense reports, charts, and other materials.
• Maintains a supply cabinet with adequate stock. Sort and route all incoming correspondence to include letters and telephone calls
• Schedule meetings and appointments for the VP (and staff) as needed
• Attend team, supervisory and all staff meetings
• Assist in the preparation of the Division’s budget submissions, as well as budget and PO Tracking
• Assist the VP in preparing meeting agendas and taking notes during meetings.
• Maintain meeting calendars to include scheduling appropriate date/time, ensuring notice and agenda formation, room reservation and setup, meal orders, and resolving meeting conflicts
• Install new and modify existing divisional procedures to ensure most efficient use of time, labor and accurate output; assemble and summarize information from files
• Proof incoming and outgoing…