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Administrative Assistant - Maintenance
JOB_REQUIREMENTS
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DEPARTMENT: Housing Operations
DIVISION: Maintenance
REPORTS TO: Director of Maintenance
EMPLOYMENT STATUS: Full Time
SALARY: $40,000 - $45,000
SUMMARY OF POSITION
Under direction, the Administrative Assistant performs comprehensive clerical, administrative, and customer service support for the Director of Maintenance. The position serves as a primary point of contact for staff, residents, vendors, and the general public. Responsibilities include managing communications, maintaining records, scheduling appointments, preparing documentation, and supporting the daily operations of the department in accordance with agency and HUD requirements.
MAJOR RESPONSIBILITIES
- Answer and direct incoming telephone calls; greet vendors and respond to general inquiries in a professional manner
- Prepare, file, maintain, and retrieve documents, forms, correspondence, and reports in both digital and physical formats
- Receive, log, distribute, and track incoming and outgoing mail and departmental documentation
- Assist with scheduling meetings, appointments, inspections, and other departmental activities
- Prepare meeting agendas, record minutes, and assist with follow-up documentation as needed
- Address routine inquiries and issues, referring more complex matters to appropriate staff
- Maintain organized records in compliance with HUD regulations and agency record retention policies
- Assist staff and management with generating routine reports and data summaries
- Monitor office supplies, inventory, and equipment; coordinate orders and service requests as needed
ADDITIONAL REQUIREMENTS
An acceptable general background check to include a local and state criminal history check. You must possess a valid driver’s license with an acceptable driving record.
- Ability to perform all essential job functions
- Ability to maintain accurate and organized records
- Ability to plan, prioritize, and meet deadlines in a fast-paced environment
- Ability to understand and follow verbal and written instructions
- Ability to interact effectively and respectfully with low-income and Housing Choice Voucher residents
- Ability to adapt to changing priorities and work under time constraints
- Ability to work independently or collaboratively with team members to achieve departmental goals
EDUCATION AND EXPERIENCE
- High School Diploma or GED required
- Minimum of two (2) years of general office or administrative experience; experience in a public agency is preferred
- Demonstrated experience performing routine clerical and administrative tasks.
- General knowledge of office operations, professional workplace conduct, and customer service standards
LICENSE REQUIREMENTS
- Appointees must possess a valid New Jersey driver's license when vehicle operation is required for essential job duties.
NOTE: The responsibility for ensuring that employees possess the required motor vehicle license, commensurate with the class and type of vehicles they operate, rests with the Appointing Authority.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Position may require frequent standing, stretching, bending, stooping, squatting, walking, pushing and pulling, and lifting of objects weighing up to 25 pounds or more.
NEW JERSEY RESIDENCY LAW: Pursuant to “New Jersey First Act,” N.J.S.A. 52:14-7 (PL. 2011, Chapter 70), effective September 1, 2011 all newly hired employees of state and local governments must reside in the State of New Jersey, unless exempted under the law. If you do not reside in New Jersey, you have one year after the date of hire to relocate your residence to New Jersey. IF you do not do so, you are subject to be removed from your office, position or employment.
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