Administrative Specialist I

*When applying, select branch "San Antonio - Piedras" *

LOD Staffing  has immediate opening for Administrative Specialist 

The Administrative Specialist performs major administrative work for the Assisted Housing Program Department, sets appointments, enters data, processes document, provides customer service, and otherwise relieves professional staff of administrative work and business details. Routinely interacts and works with clients, owners, and the general public of diverse backgrounds. Work is performed under established policies and office procedures.

Essential Duties and Responsibilities 

• Communication & Clerical Support:

  • Draft and prepare a variety of documents, including letters and memos.

  • Answer phones, screen calls, and direct inquiries to the right person.

  • Manage incoming and outgoing mail and handle routine correspondence.

  • Schedule appointments and manage calendars for staff.

• Data & Records Management:

  • Enter data daily into the housing database and other software systems.

  • Review documents for accuracy and file paperwork.

  • Keep client files and other records organized and confidential.

• Program & Administrative Assistance:

  • Help with administrative tasks for housing programs, such as managing the waitlist, inspections, and recertifications.

  • Audit payroll and track time and attendance for employees.

  • Maintain the office's inventory of supplies and equipment.

• Compliance & Special Projects:

  • Ensure all work follows established rules and regulations, including those from HUD.

  • Take meeting minutes and help coordinate events.

  • Participate in training and initiatives to improve the organization.

Minimum Qualifications

• High School Diploma or GED 

• One (1) year of administrative, secretarial, and/or clerical work experience.

• Must have the ability to learn and use cloud applications such as the Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understand document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud-accessible applications, including but not limited to OneDrive, Outlook, Word, Excel, and PowerPoint, or a MAC or PC desktop equivalent, is acceptable.

•  Successful completion of a criminal history background check, education, work history verification, and drug screening test
  
  

Preferred Education and Experience

• Bilingual speaker and writer in English and Spanish.
• Ability to learn cloud technologies such as LucidChart for diagram, workflow, and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

Certification Requirement

• Administrative Assistant Certification (CAA), Certified Administrative Professional (CAP), or related certification must be obtained within 18 months of employment.

• Texas Class “C” driver’s license at the time of placement and insurable by the organization’s fleet and liability insurance carrier.

• Must have the ability to earn certifications as required by assigned tasks.

Working Environment

Indoor work, operating computer, manual dexterity, talking, hearing, repetitive motion. Use of personal computer equipment, telephone, multi-functioning printer. Ability to travel to and from meetings, training sessions or other business related events.

Physical and Mental Requirements

Exerting up to 40 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

• Exerting up to 40 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

• Must be able to stand, walk, sit, handling, reach outward, reach above shoulder, crawl, squat/Kneel, bend, push and pull frequently. Maintain body equilibrium to prevent falling when walking, standing or crouching on work surface.

• Ability to use upper and lower extremities to move or transport 25 to 50 pounds, including pressing against something to force it in a forward, downward or outward position or drag, haul 25 to 50 pounds

• Ability to bend the body downward and forward by bending spine at waist, and bending legs at knees and moving extremities in any direction

• Ability to withstand physical demands on the body, including being in a stationary and/or standing position most of the day

• Ability to express and exchange ideas by means of the spoken word, including where detailed or important spoken instructions must be conveyed to other workers accurately, loudly or quickly

• Ability to understand, remember and apply oral and/or written instructions or other information

 Other Requirements

• Vision (near, distance)

• Sense of Sound (answering phone, fire alarms, horns)

EEO Statement

Employees of Labor on Demand Inc. are protected by federal laws, Presidential Executive Orders, and other laws designed to protect employees from discrimination on the basis of race, religion, color, sex (including pregnancy and gender identity), sexual orientation, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or any other non-merit-based factor. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, and training and career development programs.

Employees of Labor on Demand Inc. are also protected against retaliation. Consistent with federal laws, acts of retaliation against an employee who engages in a protected activity whistle blowing, or the exercise of any appeal or grievance right provided by law will not be tolerated. Managers and supervisors of Labor on Demand Inc. are also reminded of their responsibility to prevent, document, and promptly correct harassing conduct in the workplace.

When applying, select branch "San Antonio - Piedras"