Administrative Assistant II- Administration/Finance

OKLAHOMA CITY HOUSING AUTHORITY • Oklahoma City, OK

85d • $32,918 - $49,377

About The Position

The position involves assisting with administrative details by preparing letters, memorandums, directives, reports, agenda items, and other related work. The individual will be directly responsible to the Executive Office Administrator and will perform various tasks to support the Finance Department and other departments as needed.

Requirements

• Bachelor's degree with a major in Business Administration.
• Three (3) years experience in administrative work or an equivalent combination of education and experience.
• Knowledge of the principles and methods of public and business administration.
• Some knowledge of statistical and research methods.
• Possess a working knowledge of computerized word processing and spreadsheet programs and file maintenance.
• Possess appropriate typing skills; 10-key by touch; and clerical skills.
• Ability to compose, edit and finalize reports, letters, and other correspondence with little or no supervision.
• Ability to retain proprietary information as confidential.
• Ability to comply with Authority attendance policies.
• Possess a current Oklahoma driver license with an acceptable driving record.

Responsibilities

• Maintains all insurance files and claims.
• Works with Authority insurance agents, adjusters, and legal counsel to obtain necessary information for settlement of claims and renewal of insurance policies.
• Supervises the timely preparation of Finance Department agenda items for Board of Commissioners meetings.
• Assists with preparation, posting, and distributing of OCHA and CEC Board Agenda packets.
• Prepares letters, memorandums, directives, reports, and other related work as assigned.
• Assists the Purchasing and Accounting Departments as needed.
• Reviews correspondence, reports, and related work of the department to determine accuracy of composition, grammar, spelling, and punctuation.
• Maintains working knowledge of the department functions; keeps apprised of changes within the department; and provides pertinent information or reports to the Controller.
• Prepares and makes bank deposits as needed.
• Maintains files, records, and registers as directed by the Executive Office Administrator.
• Acts as a receptionist for the department by receiving telephone calls and visitors.
• Maintains an up-to-date Departmental calendar.
• Picks up incoming mail from the U.S. Postal Office and disburses it throughout the Central Offices as appropriate.
• Delivers outgoing mail to the U.S. Postal Office.
• Processes and maintains a register of all outgoing and returned Certified Mail.
• Obtains supplies and materials for the Authority as requested.
• Monitors performance and maintenance of Courier vehicle.
• Maintains and updates separate Contract, Records Request, and Undeliverable Check Registers.
• Responsible for periodic preventative maintenance on postage and mail equipment.
• Responsible for weekly monitoring of postage machine balance and informing supervisor when additional postage needs to be requested.
• Responsible for stocking and maintaining vending machines at the Central Offices.
• Maintains vending machine inventory and weekly purchasing reports.
• Serves as a backup for the Call Center Satisfaction Representative duties as necessary.
• Performs other duties as assigned.

Benefits

• Eligible to telework, subject to Personnel Policy requirements.

What This Job Offers

• Education Level: Bachelor's degree
• Number of Employees: 101-250 employees