ADMINISTRATIVE ASSISTANT (FULL-TIME)

Updated OCTOBER 2024

FLSA Status/Grade: Non-Exempt

Grade: Administrative Assistant I, Grade 15; Administrative Assistant II, Grade 16;

REPORTS TO: Housing Program Manager

Overview:
The Administrative Assistant serves as a member of the HHA administrative services
team providing customer service to the public and both clerical and technical support to
program and management staff. Duties include greeting the public, answering the
phone and responding to questions and requests for information, operating office
equipment, using desktop software, maintaining records, handling mail, and performing
general cleaning as required to include but not limited to vacuuming waiting room and
copier room and keeping the office area wiped down and free from clutter.

The Administrative Assistant position reports to the Housing Program Manager and
does not directly supervise any positions.

ESSENTIAL DUTIES AND FUNCTIONS

A. Reception and Public Contact 30% of time

1. Greet visitors, answer questions about agency services including explaining
eligibility requirements and procedures to apply for services; refer individuals
to other community housing and shelter agencies.

2. Answer the phone and take messages, route calls and messages to
appropriate staff.

3. Communicate with customers, employees, and other individuals to answer
questions, disseminate or explain information, take orders, and address
complaints.

4. Schedule appointments and maintain calendar for program staff.
5. Ensure voicemail messages are being answered in a timely manner.
6. Organize and maintain a clean workspace by vacuuming daily, changing out

trash, wiping down surfaces in the office, break room, and lobby areas.

B. Clerical 30% of time

1. Open, date, stamp, and sort mail and route to appropriate destinations; sign
for receipt of packages.

2. Prepare documents and offline publicity and correspondence to include flyers
and public announcements.

3. Prepare material (notices, bills, newsletters, brochures, correspondence, etc.)
for mailing by addressing and stuffing envelopes, printing and affixing labels
and applying postage with postage machine; deliver mail to the post office.

4. Compile, copy, sort, and file records of office activities, business transactions
(e.g. paid bills), and other activities, including sending and receiving faxes;
build and deliver monthly board of commissioner information packets.

5. Provide support on operation and maintenance of HHA phone system to
include update phone messages for the auto attendant on phone system.
Also assist staff in updating messages.

6. Receive requests for repairs from tenants, set up maintenance work orders in
computer system by entering pertinent data, printing, and routing the work
order to the Facilities Manager; file work order documents upon completion of
the work by the maintenance staff.

7. Use Word and Excel to prepare documents, record information and maintain
records (e.g. water, electricity, and gas usage by living unit; resident pet
information.)

C. Housing Choice Voucher and Low Public Housing Programs and Admissions

20% of time
1. Schedule and mail notifications to tenants for Housing Quality Standard

(HQS) and National Standards for the Physical Inspection of Real Estate
(NSPIRE) inspections and Annual Rent Reviews (ARR).

2. Monitor mailboxes and emails as requested to assist Housing Choice
Voucher (HCV) Specialist(s) in corresponding with customers and tracking
deadlines.

3. Process Good/Bad Letters for Admissions Specialist.
4. Provide information, explain requirements, and provide forms and instructions

to assist potential residents with application process & add applications to
Yardi waitlist.

5. Assist with & create Public Housing files.
6. Assist with LL & Personal reference letters.

D. Administrative Operations________________________________10% of time

1. Maintain databases, spreadsheets, and work processing software tools.
Perform daily accounting transactions, such as accounts payable, and related
financial filing and tracking utility bills.

2. Assist with physical inventory of office supplies or other account tracking
duties.

3. Perform data collection, filing, and communicating with partners or vendors to
assist in the organization and administration of procurement.

4. Coordinate vendor services to include office supplies and office equipment
such as copier maintenance and ink supplies.

5. Coordinate office management tasks to improve efficiencies through review
and organization of business processes.

6. Serve as resource for HCV and Low Public Housing programs for client
questions and provide assistance in explaining programs, and services.
(landlords, tenants and maintenance questions.)

7. Coordinate projects among staff and partner agencies.

E. Other Duties as Assigned_________________________________10% of time
Perform any additional duties as assigned by Executive Director and/or Housing
Program Manager or their designees which can include:

• Providing backup for other staff, attend meetings and training, and perform

• Attending training and education opportunities when necessary, recommended,

• Support public meetings and events as directed (arranging facilities,

Duties and responsibilities may change based on experience of the candidate selected.

SPECIAL NOTATION

Requirements for possible advancement to Administrative Assistant II are in the Career
Advancement Policy. Advancement is at management’s discretion. See separate
documents (Administrative Career Advancement Policy and supplements) regarding
differences between Administrative Assistants I and II.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Demonstrated Knowledge of:
The methods and procedures of word processing, utilizing spreadsheets, data
management, general office procedures, and the use of common office equipment.
Must develop knowledge of HHA facilities and equipment and advanced knowledge of
Microsoft Word functions (including mail-merge).

Demonstrated Skills and Abilities in:

Communications and Teamwork: Ability to establish and maintain cooperative working
relationships with all those contacted in the course of work to include fellow workers,
community members, tenants, and board members; and to communicate effectively in
writing to produce clear, concise, and accurate correspondence, presentations, and
reports. Strong verbal, written and interpersonal communication skills, strong facilitation
skills and strong conflict resolution skills.

Self-development: Including continuing education in new methods, materials, and
personnel practices to learn and apply federal and state laws and rules regarding
business practices and HHA programs.

Efficiency and Effectiveness: To plan, organize, prioritize, and coordinate workflow;
work independently and meet multiple deadlines; attention to detail and accuracy. Ability
to set priorities and work independently.

Adaptability to changes and problem-solving skills: To define problems, collect data,
analyze and establish facts and draw valid conclusions, deal with abstract and concrete
variables. High ethical standards and values and demonstrated good judgement.

Software Skills: Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint;
Windows based applications; search engines (Google, Firefox, Edge); databases; web-
based systems; and web page maintenance.

Qualifications:
A combination of education and experience equivalent to completion of high school and
one year of office experience; must maintain a valid driver’s license.

Experience in Business English, spelling, punctuation, grammar and writing skills.

An acceptable criminal history check. Certain convictions (e.g., felonies involving
violence, distributing manufacturing drugs, theft/embezzlement, etc.) may preclude
employment.

WORK ENVIRONMENT
Normal work hours: Generally, an 8-hour shift; Monday through Friday between the
hours of 7 a.m. and 7 p.m. This position is exempt and will work at the direction of the
executive director and may be requested to work longer than a 40-hour work week
during varied hours.

Majority of time is spent indoors in an office environment. Must be able to work in a
typical environment using office equipment for at least forty (40) hours per week. Must
be able to stand at office equipment or worktable for a period of time no less than one
hour. Must be able to sit at desks and computer terminals for a period of time no less
than six hours. Must be able to lean, kneel, rise and twist to retrieve files from a
standard file cabinet.

COMMITMENT TO SERVICE
Employees of the Helena Housing Authority are expected to achieve the highest
standards of personal and professional work performance in commitment to serving
HHA’s constituents and the Helena community in general. Ability to work in a team, be
transparent in written and verbal communication, and show respect and care for people
from a wide variety of backgrounds is needed daily.