Administrative Officer (Office of General Counsel) Job Vacancy in The Philadelphia Housing Authority Philadelphia, PA 19121 – Latest Jobs in Philadelphia, PA 19121 – updated today

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Company Name : The Philadelphia Housing Authority
Location : Philadelphia, PA 19121
Position : Administrative Officer (Office of General Counsel)

Job Description : The Philadelphia Housing Authority, America’s fourth largest public housing authority and leader in real estate development and property management, seeks an Administrative Officer for the Office of General Counsel.
Qualifications
Education, Training and Experience Guidelines:
Bachelor’s Degree in Business or Public Administration or a related field, AND five (5) years of administrative management support experience; OR an equivalent combination of education, training or experience. Experience in public housing or another State or Federal agency is preferred.
Required Knowledge of:
· PHA organization, operations, policies and procedures; HR Manual, Employee Handbook and Union Contracts.
· HUD Regulations; Standard Operating Procedures.
· Relationships among the Authority’s departments, functions and key personnel as well as managers and key personnel at HUD and the City of Philadelphia.
· Principles, methods and practices of public sector finance, budgeting and accounting.
· Research techniques, methods and procedures and report presentation.
· Standard computer operations and software applications.
· Records management principles; departmental records, reports, and documentation.
· Business English, spelling, punctuation and mathematics.
· Telephone etiquette and customer service protocol.
· General office practices and equipment.
Required Skill in:
· Coordinating and performing a variety of professional administrative support functions.
· Researching and preparing correspondence, agendas, reports and various types of documents.
· Interpreting specific rules, laws and policies and applying them in a variety of procedural situations.
· Solving practical problems and dealing with a variety of concrete variables in situations where only limited standards exist.
· Providing highly skilled administrative support to executive-level personnel.
· Organizing and maintaining departmental records and filing systems.
· Answering incoming calls and responding to public inquiries.
· Coordinating special projects in support of departmental operations.
· Interacting with people of different social, economic, and ethnic backgrounds.
· Establishing and maintaining effective working relationships with staff, PHA departments, employee groups, management, and the general public.
LICENSE AND CERTIFICATION REQUIREMENTS:
· Possession of a valid Commonwealth of Pennsylvania Driver’s License may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is typically performed in a standard office environment.
Summary/objective
Under general supervision, performs a variety of complex professional administrative and office management functions supporting a Senior Executive; prepares correspondence; maintains departmental records and filing systems; conducts special projects; performs other related duties.
ESSENTIAL FUNCTIONS: — Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
· Supports a Senior Executive by maintaining calendars, sets appointments, maintains reports, and manages meetings;
· Coordinates office services such as personnel, budget preparation and control, records control and special management studies and ensures that the work flow is efficient;
· Identifies ways to improve workflow; simplifies reporting procedures and implements work saving methods;
· Obtains research information for PHA projects;
· Serves as supervisor’s designee at meetings when needed, ensuring consistent departmental communication is delivered to meeting attendees; may make commitments in accordance with the supervisor’s thinking if so authorized;
· Prepares presentations and speeches for supervisor;
· Presents departmental information to diverse audiences throughout the Authority, using a variety of mediums, including audio-visual aids.
· May supervise other office staff;
· Prepares executive reports, letters, memos, and correspondence for the department;
· Sets up and maintains departmental file system;
· Responds to inquiries, disseminates information and routes incoming calls to appropriate point of contact; follows up to insure timely completion of delegated assignments;
· Types correspondence, statistical and related reports and into final format; types bulletins, manuals, narratives, and other documents requiring familiarity with technical terminology; assures conformity of office correspondence to established requirements;
· Conducts extensive clerical research and completes data for reports, bulletins, questionnaires, and other documents; performs directed analysis; collects, assembles and verifies information, drafts specific sections of statistical reports; may have frequent contact with other organizational members and departments in the collection of data or the coordination of efforts that serve mutual interests and objectives;
· Monitors requisitions, ensures invoices are paid in a timely manner, coordinates activities related to both internal and external organizations, and maintains petty cash funds in accordance with established procedures;
· Completes employee time entry, insures leave requests are signed and returned in a timely manner, maintains leave calendar, and insures leave is properly charged to employee payroll record;
· Maintains adequate supply closet levels, orders office supplies and fixtures as needed;
· Receives and distributes incoming mail;
· Stays abreast of new trends and innovations in the field of office administration;
· Maintains absolute confidentiality of work-related issues and PHA information; AND
· Performs related duties and responsibilities as assigned.
How to Apply
All applications will be accepted through the Philadelphia Housing Authority’s Jobs Board at www.pha.phila.gov/jobs.
Closing StatementPHA is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability.
Philadelphia residency is required within six (6) months of hire and for the duration of employment.
Job Type: Full-time
Schedule:

Monday to Friday

Education:

Bachelor’s (Preferred)

Work Location: One location

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