AKRON METROPOLITAN HOUSING AUTHORITY

Job Title: Human Resource Department Administrative Assistant

Reports to: Manager of Employee & Labor Relations

Department: Human Resources

Date: May 2023

FLSA Status: Non-exempt

Minimum: $19.24 Hourly

General Purpose:

The primary purpose of this position is to provide a wide variety of administrative and clerical support services to the Human Resources Department, and provide support to other AMHA departments as needed of the Akron Metropolitan Housing Authority (“AMHA” or “Authority”). This position also assists with the implementation of policies, procedures and programs relating to the Authority’s human resources activities. All activities must support AMHA's mission, strategic goals and objectives.

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Provides clerical and administrative support to the Human Resources (HR) department including recordkeeping, document generation, data tracking, follow-up, telephoning, meeting and interview scheduling, mailing and filing as assigned; ensures that assigned work is completed accurately and timely; responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations; serves as back-up for other departmental staff as assigned.
• Provides clerical and administrative support to other AMHA departments on an as needed basis.
• Greets visitors to department; assists visitors as appropriate; provides accurate information in response to questions and comments; represents department and AMHA in a professional and courteous manner; provides excellent customer service.
• Receives incoming departmental calls and calls to the “call off” (emergency leave request) line; determines the identity of the caller and nature of the caller’s business; informs appropriate managers when staff calls in late or sick; utilizes judgment to determine if the call can be handled personally or if the call should be transferred; correctly transfers the call to the appropriate party; utilizes effective telephone etiquette and ensures excellent customer service.
• Receives, sorts and distributes departmental mail; copies, collates, distributes and mails materials as necessary.
• Ensures that files and filing systems are current, accurate and neat at all times; monitors file retention to ensure that recordkeeping is in compliance with all applicable regulations; maintains confidentiality.
• Maintains family medical leave, attendance and punctuality, corrective action, grievance, coaching and violation key logs.
• Assists HR staff in providing guidance to employees and managers on a variety of matters, such as Agency policies, practices and benefit plans; keeps HR staff informed of issues.
• Suggests changes in forms and procedures and/or devises new forms/procedures to improve the operational efficiency and cost effectiveness of departmental processes.
• Maintains and orders office supplies, furniture, and equipment as needed; processes the department’s accounts payable; reviews invoices and bills for accuracy; works with vendors to remedy billing issues; ensures compliance with AMHA procurement policies.
• Assists the Human Resources staff in the completion of selected special assignments and projects; performs research and provides any supportive materials as needed for special projects.
• Coordinates and schedules the Human Resources Director’s attendance at meetings, public engagements, interviews, travel, etc.; takes minutes at meetings as requested.
• Drafts correspondence, other documents, technical reports and status reports; ensures documents are consistently formatted and grammatically correct; assists in the preparation of presentations, remarks, and other materials required by the Human Resources Director.

Miscellaneous

• Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded.
• Participates in coaching sessions; attends meetings and follows up as necessary.
• Maintains a record of acceptable attendance and punctuality.
• Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

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.

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

Job Competencies:

Knowledge of the policies, procedures and goals of the Agency and the Human Resources Department; knowledge and experience in clerical support; knowledge of federal and state employment laws and practices; extensive knowledge of FMLA, HIPAA and personnel file recordkeeping regulations; ability to prepare meaningful reports, summaries and presentations; knowledge of grammar, spelling and punctuation; must possess proper telephone etiquette, tact, and excellent interpersonal skills; skills in multi-tasking and prioritization; ability to maintain confidentiality.

Education, Experience and Certifications:

High School diploma or equivalent; Associate’s or Bachelor’s degree preferred; and a minimum of three (3) years experience as an administrative assistant; or the equivalent combination of education and experience. Previous experience working with Human Resources is preferred. Must have valid Ohio driver’s license and be insurable under AMHA policies.

Computer Skills:

To perform this job successfully, an individual should have strong computer skills and extensive knowledge of database, e-mail, calendaring, internet, spreadsheet and word processing software. Knowledge of common office and mail processing equipment and machines as well as a proficiency in typing is required. Must be able to learn other computer software programs as required by assigned tasks.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee may occasionally be required to travel to and move about AMHA property sites. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 20 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Office environment with occasional offsite meetings. Moderate noise level.

AMHA offers a culture committed to diversity, equity and inclusion; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans, flexible schedules; and potential for limited teleworking in an effort to promote a healthy work/life balance.