Administrative Assistant Job at Housing Opportunity Com in Gaithersburg

Administrative Assistant to Vice President of Maintenance

The Housing Opportunities Commission of Montgomery County (HOC) was established in 1974 to better respond to the County’s need for affordable housing. HOC is authorized to acquire, own, lease, and operate housing; to provide for the construction or renovation of housing; obtain financial assistance from any public or private source to assist its housing activities; and arrange for social services, resident services, and daycare.

Job Description:

The Administrative Assistance to the Vice President will be responsible for providing executive-level administrative support to the Vice President of Maintenance and extensive interaction with Division managers and administrative staff throughout HOC. Coordinate and schedule meetings, and interviews and maintain the Vice President's calendar of appointments. Will coordinate the preparation of Commission packet items and reports for Commission meetings; screen phone calls and visitors; receive, screen, and distribute incoming and outgoing correspondence for accuracy and completeness. Maintain filing systems, monitor work completion to ensure that deadlines are met, and maintain the Vice President's calendar of appointments.

Responsibilities:

• Answering incoming department calls.
• Taking and forwarding messages
• Performing data entry.
• Prepare and distribute reports as directed.
• Prepare agendas for meetings.
• Maintain office supplies.
• Assist with monthly expense reports.
• Assist with weekly service request tracking reports.
• Communicate with vendors and inspectors to provide feedback and scheduling.
• Coordinate and schedule small maintenance-related contracts for scattered sites to include lawn maintenance, snow removal, etc.
• Review all incoming and outgoing correspondence as well as documents and presentations for accuracy and completeness, before going to Vice President for signature or review, and follow up on work in progress to ensure timely reply or action.
• Perform other related duties as assigned

Minimum Qualifications:

Education:

• Completion of high school or high school certificate of completion or equivalent.

Experience:

• At least 3 years of administrative experience in an office environment

Essentials Duties& Responsibilities:

• Excellent written and verbal communication skills.
• Good interpersonal skills with people from varied backgrounds.
• Ability to work independently with minimal supervision.
• Ability to exhibit discretion and sound judgment when dealing with confidential matters.
• Proficiency in YARDI, Word, Excel, PowerPoint and Outlook.
• Extremely detail-oriented with impeccable follow-through.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Knowledge of office management systems and procedures.

*Grade 19: Min: $57,971 / Mid: $76,134 / Max: $94,298 | | Salary determined by departmental budget- Offer commensurate with experience

An equivalent combination of education and experience may be accepted. Low income residents in Montgomery County with the above qualifications are encouraged to apply.

HOC is an equal-opportunity employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity, gender reassignment, citizenship, immigration status, protected veteran status, or any other basis prohibited under applicable federal, state or local law. HOC promotes a drug-free workplace.

HOC conducts criminal background checks, employment reference checks, and where applicable, reviews driving records in determining suitability for employment. Selected applicants will be required to submit to pre-employment drug and alcohol screening. Employment is contingent upon drug and alcohol test results.