Administrative Assistant (Spanish Fluency)

Syracuse Housing Authority•Syracuse, NY

4d•$48,080 - $55,610

About The Position

This Open-Competitive Onondaga County Civil Service position performs administrative and operational functions for the Syracuse Housing Authority, primarily in the Central Maintenance/Modernization department. Duties may involve technical tasks for a particular program or administrative support that frees department executives from routine details. Continued employment is contingent on qualifying for, passing, and being reachable off the applicable Onondaga County Civil Service Exam. Following a conditional offer, a favorable background check, verification of education and work history, and illegal drug screening are required before employment begins. Proof of identity and legal work authorization is also required. The position supports department operations and office management, creates resident notices, maintains records, operates a central two-way radio system, answers agency calls, responds to customer inquiries and complaints, assists customers with work orders and paperwork, and provides help using agency kiosk machines. Other work may include implementing procedures, data processing, and agency-wide record keeping. Routine work follows general directions about objectives, policies, and procedures; complex matters are discussed with a superior. Related work is required as assigned.

Requirements

Fluency in reading, writing, and conversing in both Spanish and English.
Meet one of the minimum qualification pathways: a baccalaureate degree from a regionally accredited college or university or an institution accredited by the New York State Board of Regents; four years of paraprofessional or professional-level work experience, or its part-time equivalent; four years of qualifying advanced or supervisory clerical work experience; or an equivalent combination of training and experience within the stated limits.
Qualifying advanced clerical experience must be in a supervisory capacity or an advanced nonsupervisory capacity, such as executive secretary to a department head, second-line supervisor, administrator, office manager providing fiscal, personnel, and office services in support of a department head, second-line supervisor, or administrator, or full-charge bookkeeper.
Entry- or advanced-level typing, stenography, account-keeping, or clerical work that does not include the specified advanced or supervisory experience does not qualify.
Qualify for, successfully pass, and be reachable off the applicable Onondaga County Civil Service Exam for continued employment.
Complete a favorable background check, verification of education and work history, and illegal drug screening after a conditional offer and before starting employment.
Provide proof of identity and legal work authorization.
Knowledge of office terminology, procedures, and methods; business arithmetic and English; office and personnel management; record keeping and budget control; and local government functions and interagency relationships.
Ability to organize, assign, coordinate, and review subordinate employees' work; understand and carry out complex oral and written instructions; prepare correspondence and reports; present reports clearly and concisely; secure others' cooperation; and deal effectively with the public.

Responsibilities

Perform professional and administrative duties in the security department.
Receive staff location reports by radio, record the official time of each report, and log communications electronically according to procedure.
Inform staff of their next work assignment at the request of superiors and based on departmental needs.
Send equipment to emergency work sites when appropriate, following established standard operating procedures.
Answer telephone calls and maintain a computerized public complaints log.
Answer public inquiries related to the agency and assist customers with work orders, paperwork uploads, and agency kiosk machines.
Notify supervisors or emergency workers by radio or telephone of situations requiring immediate attention.
Relay radio information to Police or Fire Departments when necessary, including in emergency situations.
Page or contact department members by voice or intercom to relay messages or telephone calls.
Perform administrative tasks, including reviewing incoming mail, answering general correspondence, and preparing written and oral reports.
Meet with departmental staff to identify and define administrative difficulties.
Maintain contact with department staff and other public and private agencies to help resolve mutual problems.
Use appropriate methods to interact effectively and professionally with people of varied ages, backgrounds, identities, lifestyles, and physical abilities.
Create resident notices and maintain departmental and agency records.