Administrative Secretary, Intake/Moves/Ports

About the Role

Responsible for performing general administrative duties for the Housing Choice Voucher Program. Performs a variety of tasks involving both office management and program support functions.

Responsibilities

• Assist with scheduling appointments for the Move and Informal Hearing processes; log requests into tracking logs, update Elite with status of appointments and outcomes; mail appointment letters.
• Assist with preparation of appointments including copying briefing and recertification packets and preparing hearing files.
• Schedule and arrange department meetings, team meetings, and other appointments on request.
• Maintain schedule for departmental briefing and conference rooms.
• Provide meeting rooms with audio-visual equipment and other related materials on request.
• Assist with maintenance of physical appearance of public spaces, such as lobby, briefing rooms, break/copy rooms. Notify appropriate building maintenance when necessary.
• Requisition, disburse, and store office supplies and equipment for the department.
• Answer general inquiries from participants related to the moves and hearing process.
• Maintain call log for immediate supervisor.

Requirements

• High school graduate or GED required.
• Secretarial training in a licensed business school or other accredited institution and two (2) years of related secretarial and bookkeeping work experience in an administrative office.
• Proficient in Microsoft Office products, with knowledge of Microsoft Word and Excel required.
• Ability to type accurately, with a minimum typing speed of 60 w.p.m.
• Must be able to maintain confidentiality.
• Attention to detail and self-starter.

Skills

• Knowledge and ability to learn HUD and Houston Housing Authority policies, procedures, and practices.
• Knowledge of generally accepted accounting principles, practices, and techniques.
• Skilled with Windows computer or compatible using Microsoft Office Products (Word and Excel).
• Knowledge of general office practices and procedures, business English, and basic arithmetic.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to communicate with persons of diverse backgrounds and abilities to establish and maintain effective working relationships with other employees, vendors, residents, and representatives of public and private social service agencies.
• Ability to coordinate several concurrent tasks simultaneously.
• Strong work ethic and attention to detail.

Work Environment

• Work is principally sedentary but may involve some physical exertion, such as kneeling or crouching to obtain files, and eyestrain from working with computers and other office equipment.
• Work involves the normal risks and discomforts associated with an office environment, typically in an area that is adequately cooled, heated, lighted, and ventilated.

Complexity & Scope

The employee performs a variety of related tasks which are mostly routine and repetitive in nature. Other tasks, such as those involving interaction with people, require tact, sensitivity, comprehension, and compassion. Non-routine situations or conflicts are usually referred to the supervisor for resolution. Priorities and time frames are generally established by the employee but may be overridden by the supervisor. The supervisor monitors the employee’s work for thoroughness, neatness, and compliance with procedures and guidelines. The employee’s work primarily affects the administrative output of the Housing Choice Voucher Program’s effectiveness, enhancing the Houston Housing Authority's ability to provide housing and assistance to residents.

Guidelines

The employee follows Housing Alliance HTX policies and procedures, HUD regulations, legal resources, and federal and state laws and regulations in accomplishing assignments. Methods for accomplishing routine work are at the discretion of the employee, subject to existing practices and procedures. For unusual situations, the employee may request guidance from the supervisor.

Personal Contacts

The employee has contact with Housing Alliance HTX employees at all levels and with various categories of persons, including the general public, residents, business firms, attorneys, court personnel, contractors, consultants, and representatives of social service, educational, and city agencies. The primary purposes of these contacts are to gain, clarify, or give information; plan, coordinate, and advise on work efforts; motivate, influence, or direct persons or groups; and to justify, defend, negotiate, or resolve controversial matters or issues. The employee may handle confidential information related to HCV participants or employees and must maintain a high level of discretion at all times.