Note: The job is a remote job and is open to candidates in USA. St. Paul Public Housing Agency is hiring an Administrative Support Technician for its Maintenance department. The role provides office support by preparing and processing documents, maintaining records and databases, coordinating routine administrative activities, and supporting departmental operations.
Responsibilities
- Type letters, memos, reports, and other documents related to departmental activities
- Type, assemble, distribute and mail forms, correspondence, and documents
- Process invoices and purchase orders
- Notarize documents where needed
- Maintain filing, databases and other record keeping systems for the department
- Solicit current contact information, data and documents from Contractors, vendors and staff as needed to maintain current files and databases
- Enter department data to maintain and update required reports, manuals and databases
- A. Responsible for distribution of departmental mail, faxes, and similar documents
- B. Receive and record messages for personnel
- C. Schedule and confirm attendance at meetings and makes space arrangements
- D. Take and prepare minutes of departmental and staff meetings
- E. Track deadlines for assignments given to Maintenance Contracts staff
- F. Obtain current data from HUD, the Department of Labor and other Agencies as needed to maintain databases
- G. Coordinate servicing of office equipment and telephones
- Coordinate office supply needs for department and other staff; assist in selection, process orders, distribute supplies
- Assist in the design and formatting of forms and documents
- Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA
- Must travel to various PHA sites and other locations that are required by the nature of the work
- Performs other duties of a similar nature or level
Skills
- Knowledge of: Customer service techniques and telephone etiquette
- Basic record keeping practices
- English grammar and punctuation
- Skill in: Using a computer and related software applications
- Preparing clear and concise memos
- Tracking and monitoring expenditures
- Operating multiple phone lines
- Filing
- Using office equipment such as fax machines, telephones, printers, and copiers
- Maintaining files, databases and records
- Writing work orders
- Performing basic mathematical calculations
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
- Graduation from high school or GED
- 6 months of relevant experience such as administrative support, customer service, general office or relevant field
- Additional 1 year or more relevant experience
- Valid Driver's License
Benefits
- Paid vacation and sick leave
- Eleven paid designated holidays and two paid floating holidays
- Health and dental insurance coverage
- Employer pension contribution equal to 7% of employee's salary (employee contributes 5%)
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