Govt. Housing - Administrative Assistant II

Other Jobs To Apply

Position Summary


The Administrative Assistant II (East Office) under the direction of the Operations Manager plays a key role in facilitating smooth office operations and contributing to the overall success of the Housing Authority by supporting the efficient operation of the office by providing administrative assistance to the Operations Department and Resident Services staff of the East Office.


Job Duties


The following include, but are not limited to essential functions of the position.

  • Answer phone for the Operations and Maintenance Department.
  • Provide administrative support to Operations Manager, Construction Manager, Contract Administrator and Warehouse Manager.
  • Enter all work orders into the system to complete weekly payroll report..
  • Create work orders for all Force Account Crew, vacant unit crew, public works and maintenance staff on the east end.
  • Generate work order requested by the residents and staff for routine maintenance, vacant units, construction projects, emergencies, public works, utility authority duties and any and all other tasks performed by the Operations staff.
  • Enter data from the work orders into the maintenance management software for job costing and tracking maintenance expenses.
  • Enter hours worked off of work orders and time cards and other time used into the maintenance management system to generate weekly payroll reports.
  • Submit weekly time reports to management for approval which Accounting uses to generate employee payroll.
  • Provide administrative clerical support to the Operations and Construction Manager by preparing letters, taking meeting minutes, preparing reports, filing, copying, shredding, office supplies management and other miscellaneous duties.
  • Schedule on-site inspections and, vacant units and routine and non-routine maintenance projects.
  • Complete data entry duties, including fuel slips, work order comments and other items as assigned.
  • Gather and report specific weekly and monthly unit statistics including, but not limited to, monthly work order totals, vacant unit status, open work order report.
  • Assist the Operations Manager in reporting information for the APR and other grant report requirements.
  • Provide reports, as requested, from the maintenance software program on a variety of routine and non-routine maintenance projects and vacant units for planning of future projects.All other job-related duties as assigned

Knowledge Skills and Abilities


To perform the job successfully, an individual should demonstrate the following:

  • Must have experience working with Microsoft Office Suite
  • Must have working knowledge and be able to use word processing and spreadsheet and data base software
  • Must have working knowledge and be able to use office machines, such as calculator, copier, fax, printer and computer
  • Must have organizational skills and be able to plan, prioritize and manage work load to meet goals in a timely manner.
  • Must be able to establish and maintain an effective working relationship with supervisory personnel, coworkers and the general public
  • Must be able to communicate effectively both orally and in writing
  • Must be flexible and available to work various shifts, including nights, weekends and holidays as needed.
  • Must be able to work in a busy environment and handle stressful situations
  • Must maintain confidentiality
  • Native American Preferred

Minimum Qualifications


  • High School Diploma or equivalent
  • Minimum of 5 years of administrative secretarial experience

Preferred Qualifications


  • Associates Degree in Office Administration

Certification(s) and/or Licenses Required


  • Must comply with the Sault Tribe’s Drug-Free Workplace Policy which may include random drug tests.

Work Environment


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular exposure to favorable conditions such as those found in a normal office. Position sedentary with primarily sitting/lifting of maximum of 10 pounds. Physical factors include constant sitting, use of near vision, typing; frequent use of hearing, near/midrange/far vision, depth perception, color/field of vision, bending, driving; occasional standing, walking, carrying/lifting, pushing/pulling, climbing, stooping, kneeling, crawling, reaching, manual handling, use of smell. Working conditions include frequent exposure to noise, vibration, air quality; occasional exposure to weather, extreme heat/cold and wet/humidity. Potential hazards include constant client contact and computer use.


Equal Opportunity Employer


STHA is an equal opportunity employer and welcomes candidates from diverse backgrounds to apply. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, age, marital status, national origin, or any other protected status. We believe that all persons are entitled to equal opportunity. Equal employment is extended to all persons in all aspect of the employer-team-member relationship.


Preference



In accordance with the Indian Reorganization Act of 1934 Title 25, USC 472 and other applicable laws, the Sault Tribe Housing Authority's hiring process will be::


1. Sault Tribe Member

2. Other Native American

3. Sault Tribe Member Spouse/Dependent

4. Other (non-Native)






Powered by ExactHire:rdw054zn3dzvzl8j6139
Back to blog

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

Related Posts