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Oklahoma City Housing Authority · 3 weeks ago

Administrative Assistant II- Administration/Finance

Oklahoma City Housing Authority - Oklahoma City, OK 73117

Full-time

Hybrid

Mid Level

$33K/yr - $49K/yr

3+ years exp

Oklahoma City Housing Authority is seeking an Administrative Assistant II to support administrative functions within the organization. The role involves preparing various documents, maintaining insurance files, and assisting with departmental tasks to ensure smooth operations.

GovernmentInfrastructureLeasingReal Estate

Responsibilities

Assists with administrative details by preparing letters, memorandums, directives, reports, agenda items and other related work

Directly responsible to the Executive Office Administrator

Maintains all insurance files and claims. Works with Authority insurance agents, adjusters and legal counsel to obtain necessary information for settlement of claims and renewal of insurance policies

Supervises the timely preparation of Finance Department agenda items for Board of Commissioners meetings

Assists with preparation, posting and distributing of OCHA and CEC Board Agenda packets

Prepares letters, memorandums, directives, reports and other related work as assigned

Assists the Purchasing and Accounting Departments as needed

Reviews correspondence, reports and related work of the department to determine accuracy of composition, grammar, spelling and punctuation

Maintains working knowledge of the department functions; keeps apprised of changes within the department; and provides pertinent information or reports to the Controller

Prepares and makes bank deposits as needed

Maintains files, records and registers as directed by the Executive Office Administrator

Acts as a receptionist for the department by receiving telephone calls, and visitors

Maintains an up-to-date Departmental calendar

Picks up incoming mail from the U.S. Postal Office and disburses it throughout the Central Offices as appropriate

Delivers outgoing mail to the U.S. Postal Office

Processes and maintains a register of all outgoing and returned Certified Mail

Obtains supplies and materials for the Authority as requested

Monitors performance and maintenance of Courier vehicle

Maintains and updates separate Contract, Records Request and Undeliverable Check Registers

Responsible for periodic preventative maintenance on postage and mail equipment

Responsible for weekly monitoring of postage machine balance and informing supervisor when additional postage needs to be requested

Responsible for stocking and maintaining vending machines at the Central Offices

Maintains vending machine inventory and weekly purchasing reports

Serves as a backup for the Call Center Satisfaction Representative duties as necessary

Performs other duties as assigned

Qualification

Business AdministrationAdministrative ExperienceWord ProcessingSpreadsheet ProgramsTyping SkillsClerical SkillsCommunication Skills

Required

Bachelors degree with a major in Business Administration and three (3) years experience in administrative work or an equivalent combination of education and experience

Knowledge of the principles and methods of public and business administration and some knowledge of statistical and research methods

Possess a working knowledge of computerized word processing and spreadsheet programs and file maintenance

Possess appropriate typing skills; 10-key by touch; and clerical skills

Ability to compose, edit and finalize reports, letters and other correspondence with little or no supervision

Ability to retain proprietary information as confidential

Ability to comply with Authority attendance policies

Possess a current Oklahoma driver license with an acceptable driving record

Ability to read and write correspondence, read ledgers, and work with computerized reports, code books, plans etc

Ability to communicate clearly and effectively in person and by telephone

Physical range of motion and coordination for extensive work with files