Administrative Assistant II- Administration/Finance

OKLAHOMA CITY HOUSING AUTHORITY•Oklahoma City, OK

About The Position

Assists with administrative details by preparing letters, memorandums, directives, reports, agenda items and other related work.

Requirements

Bachelors degree with a major in Business Administration and 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 and 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; to retain proprietary information as confidential; and to comply with Authority attendance policies.
Possess a current Oklahoma driver license with an acceptable driving record.
Ability to read and write correspondence, read ledgers, and work with computerized reports, code books, plans etc.
Ability to communicate clearly and effectively in person 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 accommodations under the ADA.

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.