Job Details

Job Details

Job Location
Oklahoma City Housing Authority - Oklahoma City, OK

Salary Range
$42012.00 - $63018.00 Salary

Description

This position is eligible to telework. Individual approval is subject to Personnel Policy requirements.

SCOPE:

The Executive Office Administrator's main responsibility is to support the Executive Office, and specifically the Executive Director. This role will coordinate and manage executive scheduling, prepare and organize important correspondence for the Executive Office, and support board meetings and the preparation of board materials. The Executive Office Administrator must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Office, Board Members, and leaders that report to the Executive Director.

ACCOUNTABILITY:

Reports directly to the Executive Director.

RESPONSIBILITIES:

• Work directly with the Executive Director to support all aspects of their daily work routine.
• Maintain the Executive Director's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the Executive Director, OCHA staff, and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing call appropriately for resolution.
• Create and maintain a digital filing system in accordance with Authority record retention policy.
• Archive and dispose of documents and records in accordance with the Authority record retention policy.
• Coordinate Open Record Requests and provide responses as needed.
• Handle printing, faxing, mail/packages, copying, filing, and email/messages.
• Sort and triage mail; maintain email and other address directories.
• Compose and prepare letters relating to routine correspondence for the Executive Director's signature.
• Maintain confidential and sensitive information.
• Review outgoing material from the Executive Office for structure and technique.
• Manage information flow in a timely and accurate manner.
• Perform minor accounting duties.
• Organize organization events including catering as needed.
• Creates and maintains procedures for Executive Office Administrator tasks.
• Compiles board agenda and packet for regular and special meetings; ensures timely agenda preparation and distribution; reserves meeting room; coordinates with City Clerk for meeting notices; maintains the official Authority file for each meeting.

• Serve as the Executive Director's delegate for the Secretary of the Board; participate in the meeting by calling and recording attendance and votes of board members on resolutions, and drafts the minutes for meetings at the conclusion of each board meeting.
• Maintain the Authority forms register.
• Supervisor Administrative Assistant I, and Call Center Satisfaction Representative.
• Backup Administrative Assistants throughout the Authority as needed; and train Administrative Assistants on Executive Office Administrator responsibilities to ensure continuity.
• Must have a current Notary license or be willing to become one.
• Perform other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor's Degreein relevant major from an accredited college or university and five (S) years of full-time paid experience in a related field; or
• A satisfactory equivalent.
• Proficiency in Microsoft Office: Especially Outlook, Word, Excel, Teams, and PowerPoint.
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Ability to identify and anticipate the Executive Office needs.
• Ability to interact with the public and residents, staff, and board members in a positive and effective manner.
• Ability to use initiative, work independently and communicate well, both verbally and in writing.
• Ability to comply with Authority Personnel Policies.
• Possess a valid Oklahoma Driver License with an acceptable driving record. Employee must maintain the license during their employment.

PHYSICAL:

Ability to read and write correspondence. Ability to communicate clearly and effectively in person, by radio, and by telephone. Physical range of motion and coordination for extensive work with files. All physical requirements are evaluated based on the ability to perform, with or without reasonable accommodation under the ADA.