Administrative Assistant | HUD | Albuquerque, NM

Tommy Nobis Center•Albuquerque, NM

4d•Onsite

About The Position

Under the direct supervision of the Program Manager, Administrative Services and HUD field staff, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Requirements

Mission driven, guided by core values and a pleasure to work with.
Trustworthy and work with integrity at all times.
Excellent written communication skills.
Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of graphics packages, mail merge, spreadsheet, and database experience.
Must pass drug screen and background check.
Eligibility to work in the United States.
Ability to lift, pull and push mail bags, mail hampers, and packages often weighing up to 50 pounds.
Have full range of mobility in upper and lower body.
Be able to reach overhead.
Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time.
Be able to handle, lift, pull and push materials and equipment to complete assigned job tasks.
Good hand dexterity.
Ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble small objects.
Good eyesight.
Ability to see details at close range (within a few feet).
Follows all prescribed safety regulations to diminish accidents.
Understanding of OSHA safety requirements.
Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
Immediately report circumstances you consider may present a hazard to yourself and others.
Report any accident whether minor or major.
Must abide by all security regulations of the facility.
Must obtain and wear a photo ID.

Nice To Haves

Bachelor’s degree desirable.
3-5 years administrative experience in the field or in a related area
Ability to work independently as well as within a team environment.
Works well with the public and provides exceptional customer service.
Strong interpersonal skills and ability to maintain confidentiality.
Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.
Good math aptitude
Good analytical skills needed to analyze various job tasks
Strong verbal communication skills required to effectively communicate with a broad range of individuals.
Ability to listen to and understand information and ideas presented through spoken words and sentences.
Will provide direction to Nobis Enterprise employees under the leadership of HUD RSM and Nobis Enterprise Program Manager
Ability to organize work area, supply room and maintain data for required reports.
Ability to meet contract office requirement standards and prescribed deadlines.
Ability to tell when something is wrong or is likely to go wrong. Recognizing there is a problem.
Demonstrated knowledge of Microsoft Office, Word, Excel, PowerPoint, Outlook and Teams applications.
Working knowledge of telephones, copy and fax machines and mail metering equipment.
Ability to think clearly and multitask.

Responsibilities

Provide general office support functions.
Provide clerical support to include receptionist duties, faxing, filing and assisting employees.
Coordinate travel arrangements.
Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropriate.
Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.
Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route appropriately.
Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
Scan documents as required, including scanning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
Set up equipment required for video conference and satellite training.
Schedule and coordinate conference calling as needed.
Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.
Other duties as assigned.