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McAllen Housing Authority
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956-686-3951
Administrative Assistant

Job Title: Administrative Assistant
Job Status: Full-Time
Rate of Pay: $16.00 to $28.00 per hour

Job Description:
The Administrative Assistant provides high level support to the Executive Director and the Housing Authority Board of Commissioners. This class can be further distinguished by the complexity of the assignments, the need to operate with extreme confidentiality and the amount of initiative, independence and discretion in judgment with which the incumbent is expected to operate while relieving the Executive Director of routine administrative duties.

Supervisor:
Executive Director / Deputy Director

Responsibilities-Supervisor and/or Leadership Exercised:
Under general supervision, performs a wide variety of difficult, responsible and complex administrative and secretarial duties in support of the Housing Authority's Executive Director and Deputy Director; and provides information and assistance to the public.

Essential Functions: 
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

  1. Supports the mission and vision of the PHA.
  2. Type and proofread a wide variety of reports, letters, memos and statistical charts; type from rough draft or transcribing machine recordings; independently compose correspondence related to responsibilities assigned.
  3. Prepare Housing Commission agenda items and packets; take and transcribe minutes of meetings.
  4. Prepare comprehensive reports, analyses, studies and surveys.
  5. Coordinate activities with other Housing Authority departments, the public and outside agencies.
  6. Screen office and telephone callers to determine the nature of their business; respond to complaints and requests for information on regulations, processes and procedures not requiring the Executive Director's attention.
  7. Conduct research and initiate calls to solicit information necessary to complete assignments and make corresponding recommendations.
  8. Perform general clerical work including filing and scheduling appointments and meetings.
  9. Maintain permanent organizational paperwork and site maps of the PHA and its affiliates.
  10. Maintain Agency Corporate records and files.
  11. Evaluate office production and processes, revise office procedures, devise new methods to improve information flow and/or efficiency of administrative operations.
  12. Operate a variety of office equipment including computers, fax, scanners and copiers; input and retrieve data and text; organize and maintain data, records and files.
  13. Participate as part of the Housing Authority management team, providing input to the decision making process.
  14. Provide varied, responsible and often confidential secretarial and office administrative assistance to the Executive Director.
  15. Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
  16. Maintain at all times confidentiality when it comes to PHA related businesses and transactions.
  17. Other duties as assigned.

Knowledge Skills & Abilities: Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

  • Two (2) years of related experience in a job or related filed
  • Meet multiple deadlines under pressure.
  • Type at a speed not less than 50 wpm from clear copy.
  • Interpret and apply administrative and departmental policies and procedures.
  • Communicate clearly and concisely, both orally and in writing. Independently prepare correspondence.
  • Research, compile and summarize a variety of information.
  • Use tact, discretion and judgment in completing assignments.
  • Take minutes and transcribe at a speed necessary for successful job performance.
  • Operate and use modern office equipment.
  • Establish and maintain cooperative working relationships with those contacted in the course of work.
  • Ability to build strong relationships with people at all levels
  • Ability to work efficiently under pressure and to tight deadlines.
  • Ability to communicate clearly, concisely in both English/Spanish preferred.
  • Microsoft Office suite
  • Valid Texas State Driver's license with no stipulations.

Education & Experience:

  • High Schools/GED required 
  • General knowledge of local, and State & Federal Building Codes, etc.

Other Requirements:
Incumbent must hold a valid State driver's license. A criminal background and drug screen must be completed before hire. An official MCAHA Employment Application must be completed and a resume submitted. MCAHA is an equal opportunity employer and adheres to Section 504 of the Rehabilitation Act of 1973 by providing equal access to services, programs and activities for qualified individuals with disabilities.

LICENSURE:
Possession of a valid Texas driver's license and automobile insurability by McAllen Housing Authority's insurance carrier.

SUBSTITUTION:
Education in excess of the minimum requirement may be substituted for the required experience, on a year-for-year basis, not to exceed two (2) years, but may not be substituted for the supervisory or management requirement.

Physical Demands and Work Environment:
Hearing and speaking to exchange information. Sitting for extended periods of time. Seeing to read a variety of materials and equipment Dexterity of hands and fingers to operate a computer keyboard. Repetitive hand movement related to keyboard use. Lifting or carrying objects or materials weighing up to 25 pounds. Bending at the waist, kneeling or crouching to file materials.


EQUAL OPPORTUNITY EMPLOYER

Salary Commensurate To Work Experience.  Position is open until filled.

Interested applicants must complete an official agency application available at our main office below or online at www.mcallenha.org.  Completed applications need to be mailed to:

McAllen Housing Authority
Attn: Executive Director
2301 Jasmine Avenue
McAllen, TX 78501

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