Executive Assistant With Hud Knowledge

Summary

The primary purpose of this position is to provide a wide range of highly confidential, complex, and responsible executive-level administrative support to the Executive Director/CEO (ED/CEO) and to provide administrative support functions contributing to the overall effectiveness of the executive office staff. Duties include providing administrative and secretarial support for HACA Board meetings and executive office staff and develops a variety of technical reports.
All activities must support the Housing Authority of the City of Annapolis’ (“HACA” or “the Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

 Anticipates the needs of supervisor and prepares information, agendas, materials, and reports needed by the Chief Executive Officer, conferences, appointments, telephone calls, and meetings.
 Oversees the day-to-day office management activities of the executive office.
 Coordinates communications and meetings with the Board of Commissioners, the Department of Housing and Urban Development, the Mayor’s office, and Congressional staff members, HACA staff, customers of HACA, and the general public. May attend meetings as directed by the ED/CEO.
 Provides administrative support to the executive staff, including preparatory work for board meetings, transcribing and preparing board minutes, HACA resolutions, reports, etc. Processes and appropriately routes all mail received by the Agency.
 Coordinates the distribution of information coming in and out of the executive office.
 Prepares correspondence of a general, specialized, and confidential nature.
 Performs various clerical jobs, such as filing, telephone screening, greeting, etc.
 Identifies urgent and critical correspondence, incoming phone calls, other inquiries, and coordinates their response. Researches and consults with others to identify solutions, options, and alternatives.
 Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
 Coordinates internal and external public relations communications of the executive office on all mediums including electronic (e.g. HACA website, social media).
 Coordinates out-of-town travel arrangements for the ED/CEO and other executive staff. Processes and reconciles related expense statements for all executive staff.
 Determines, prioritizes, and schedules the ED/CEO’s internal and external meetings, daily schedule, and community functions in addition to coordinating the preparation of needed materials. Processes all materials necessary for meetings; and distributes minutes of meetings.
 Assists with coordinating and supporting the training and orientation of new Commissioners and Commissioner/staff retreats.
 Performs other related duties as assigned.

Behavioral Competencies
This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Agency. Uses appropriate judgment & decision making in accordance with level of responsibility.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Job Competencies

 Knowledge of HUD, federal, state, and local laws and regulations, as well as HACA policies and procedures related to the position.
 Must possess strong grammar and vocabulary skills. Ability to write grammatically clear and concise reports, memoranda, directives, and letters.
 Knowledge of hard copy and electronic report preparation techniques and procedures and a demonstrated ability to prepare professional and technical reports, board resolutions, and other documents.
 Knowledge of record keeping laws and procedures, including local, state, and federal public information law requirements.
 Basic knowledge of Robert’s Rules of Order.