Administrative Assistant
Summary
Title:Administrative Assistant
ID:1051
Department:Community Development Group
Job Type:Non-exempt (hourly)
Salary Range:Starting rate is $14.00 per hour
Application Deadline:Open until Filled
Description

Administrative Assistant
 

DEFINITION
Under the supervision of the CDG Director, the CDG Administrative Assistant is responsible for support of the Community Development Group and their related activities. The position will perform a variety of clerical, technical and supportive duties associated with maintaining project construction, asset management and real estate development related initiatives.


DISTINGUISHING CHARACTERISTICS 
This position will report to the Director of NRHA’s CDG Department and work independently with all Key Staff within the Department. 

General Administrative Support – This position provides the CDG Director and all Key CDG Department Staff with general administrative support and record maintenance duties, working independently within established guidelines.  CDG’s Key Staff include its, Business Administrator, Senior Project Manager, Real Property Administrator, and Weatherization Technician.

Organizing Documents and Maintaining Department Filing Systems (both paper and electronic) – This position will assist in all administrative functions associated with, but not necessarily limited to, the preparation of business documents, processing of contracts and related documents with third party service providers, filing and maintaining documents in support of project development initiatives and project oversight obligations within various areas of the department.


ESSENTIAL FUNCTIONS: 
Performance of these functions is the reason the job exists.  Assigned job tasks/duties are not limited to the essential functions.

  • Provides administrative support to Key CDG Department Staff in areas affecting the processing of a wide variety of confidential reports, letters, and memoranda; independently prepares correspondence memos, forms, reports, and other materials from rough draft or general direction of staff, and composes correspondence not requiring the attention of key staff personnel. 
  • Prepares written drafts of correspondence and reports; prepares meeting agendas; researches and assembles informational packets for meeting attendees and other interested parties; takes meeting notes and summarizes meeting minutes.
  • Screens office and telephone calls; responds to requests for information on CDG regulations, procedures, systems, and precedents relating to assigned responsibilities.
  • Makes copies of project documents and reports; conducts office communication with vendors, contractors, sub-consultants and material suppliers as requested; compiles figures for reports and, budget submissions.
  • Maintains a variety of records, files, and logs related to departmental project operations and activities; maintains master filing or binder system, which may include development & construction, asset management, and weatherization documents. Conducts periodic retention and purging of files in compliance with applicable NRHA document retention policies.
  • Manages master lists for approved contractors and vendors. 
  • Works with the CDG Business Administrator and assists in advertising bid requests and processing bid responses and contract follow-up, ensuring adherence to NRHA guidelines, and assists in the preparation of project groundbreaking and grand opening events.
  • Maintains contractor/subcontractor/vendor insurance and construction warranty files, and assists CDG Senior Project Manager with various permit applications and submittals to building departments, fire departments and utility providers for construction projects, and also assists in scheduling project meetings as necessary.
  • Assists CDG Weatherization Technician by receiving applications and setting up files; mailing missing information and acceptance letters; setting appointments for audits and inspections; data entry.
  • Making travel arrangements for Key Department Personnel.
  • Maintains accurate and up-to-date departmental policies and procedures.
  • Provides assistance when needed for special projects such as project reports, board presentations relative to Community Development Group operations, and other special project initiatives.  
  • Strives to maintain positive working relationships with CDG business partners, including, developers, contractors, builders, representatives of community organizations, state/local agencies and associations, management and staff, and the general public.
  • Work with other entities, such as Nevada Rural Housing, Inc., to schedule meetings, prepare agendas, assemble board packets, take meeting minutes and distribute to attendees.
  • Runs errands such as picking up mapping, plans, and other printed materials or reports, forms, and documents from other departments and organizations.
  • Works with CDG Senior staff and Finance Department to code invoices/expenses, identifies, traces and corrects errors and omissions, prepare periodic or special reports and/or spreadsheets from customized software programs, and other computerized formats necessary to meet department and/or construction related goals.

QUALIFICATIONS FOR EMPLOYMENT:

Knowledge of:

  • Working experience with key staff personnel.
  • Basic elements of English usage, grammar, spelling and punctuation.
  • Operation of basic office equipment such as fax machines, copiers, scanners and personal computers.
  • Principals in providing customer service to the public and to NRHA’s client base.
  • Basic arithmetic.
  • Experience in working with excel workbooks.
  • Proficient with Microsoft Excel, Word, PowerPoint, Publisher, Project and Outlook software.
  • Professional office practices and procedures, including business correspondence, related file and record maintenance systems, and office equipment.
  • A basic understanding of recordkeeping and bookkeeping principles and practices. 

Ability to:

  • Learn and apply general office procedure and policies.
  • Maintain accurate files and records.
  • Provide factual information in person and over the phone consistent with the organization’s policies, procedures and guidelines.
  • Handle multiple concurrent projects. Manage department priorities and tasks to meet established schedules and timelines
  • Perform project, administrative and clerical tasks involving the use of judgment requiring accuracy and speed.
  • Operate standard office equipment including a personal computer and utilizing appropriate word processing, financial and desktop publishing software.
  • Interact professionally with others including the general public, and other organizational staff and co-workers.
  • Efficiently and accurately type long and complex documents or reports.
  • Maintain confidentiality.
  • Understand, interpret, and apply policies and procedures as directed.
  • Assist in proofing the work of others and assist in identifying and correcting errors or omissions in language usage, syntax, spelling, and arithmetic calculations as needed.
  • Organize, maintain, and effectively work to purge files and records.
  • Communicate with the public and others in situations requiring tact, diplomacy, and poise.

REQUIRED CERTIFICATIONS AND LICENSES:

  • Current Nevada driver’s license/Clean Driving Record
  • Pass Drug Screening

EXPERIENCE AND TRAINING:

Any combination of training, education, and experience that would provide the required knowledge and abilities.  A typical way to gain the required knowledge and ability is:

  • Possess a high school diploma or equivalent and a minimum of four (4) years of progressively responsible office experience, which frequently entailed the use of a computer to prepare complex narrative and/or statistical or real estate development documents.  
  • Experience that demonstrates the ability to interact positively with the public and/or internal or external customers and to oversee the work of others.

PHYSICAL AND MENTAL/INTELLECTUAL REQUIREMENTS:
The physical and mental/intellectual requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Strength, dexterity, coordination and vision to use a keyboard and video display terminal for extended and prolonged periods.  Strength and stamina to bend, stoop, sit and stand for long periods at a time.  Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references and other materials.  Some reaching for items above and below desk level. Some reaching, bending, squatting, and stooping to access files and records is necessary.  The manual dexterity and cognitive ability to operate a personal computer using word processors, spreadsheets and databases, as well as the ability to communicate via telephone is required.  Lifting up to 25 pounds is occasionally required.

In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Incumbents and individuals who have been offered employment are encouraged to discuss potential accommodations with the employer.  

 
WORKING CONDITIONS:
Position functions indoors in an office type environment where most work is performed at a desk.  Position may occasionally be required to travel by car to project site to handle for project manager or to pick up or deliver materials.  Environment is generally clean with limited exposure to conditions such as dust, fumes, noise or odors.  Frequent interruptions to planned work do occur.

This opening is closed and is no longer accepting applications
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