Administrative Specialist I

Summary

Under general supervision, the Admin Specialist I is responsible for performing various administrative and/or technical duties in a staff capacity supporting the activities and services of an assigned department or division. The position also provides assistance to the public regarding the assigned department or division. Work is performed under established policies and office procedures.

Essential Duties + Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. These essential functions require a consistent presence in the work environment on a regular basis and regular attendance must be maintained.

• Assists in providing a variety of duties involved in supporting the administrative operations of the assigned department or division.

• Greets visitors, stakeholders, and case management representatives and directs them to the appropriate personnel or department.

• Assists residents or visitors with navigating web or phone instructions

• Answers inquiries regarding policies and procedures.

• Ensures compliance with current organization and department rules and regulations.

• Composes, types, and proofreads reports, letters, memos, and statistical and confidential information.

• Assists with monitoring and reviewing expenditures; provides information to appropriate department staff for budget preparation.

• Maintains calendars and schedules activities, meetings, and various events.

• Coordinates activities with other departments, outside agencies, and the general public.

• Monitors inventory of office supplies; reviews purchase requisitions and requests for payments.

• Assists in initiating personnel requisitions; monitors overtime and attendance records; assists in monitoring employee payrolls.

• Researches and compiles data for special projects and reports.

• Organizes and maintains filing systems; maintains records related to specific area of assignment.

• Responds to and resolves sensitive citizen inquiries and complaints.

• Prepares public relations data, brochures, and handouts for the manager’s review.

• Opens and closes work orders in the current software program.

• Prepares receipts and completes deposits for tenant rent on a daily basis.

• Completes property specific or department specific tasks of an administrative or clerical nature.

• Coordinates with managers, committees, and vendors involved to produce well-organized events.

• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.

• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.

• Recognize the significance of a data driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.

• Employees are expected to use Generative AI solutions ethically and responsibly.

• Other duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills

• Values Driven | Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.

• Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.

• Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.

• Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.

• Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization’s team building events.

• Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Education

Required

• • High School Diploma or GED

Experience

Required

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

• 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 One Drive, Outlook, Word, Excel, and PowerPoint, or MAC or PC desktop equivalent, is acceptable.

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

Preferred Education and Experience

• 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.

License + Certificates

Required

• 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.

Technical Skills

To perform this job successfully, the employee should have

• Understands the Mission, Vision, and Value of the agency, and directs work within these guiding principles and operational framework.

• Knowledge of modern office practices, procedures, equipment, and clerical techniques.

• Ability to learn Opportunity Home and departmental policies, procedures, and administrative systems.

• Ability to learn research and data collection methods and techniques.

• Ability to communicate clearly and effectively, both verbally and in writing.

• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

• Ability to analyze problems and determine appropriate courses of action.

• Ability to work with a diverse population.

• Ability to project a professional image at all times.

• Ability to work in a fast-paced environment.

Physical Demands

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Environment

• The noise level in the work environment is usually moderate.

• High level of interaction with external/internal clients.

• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

Outside Environment

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodation to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an “undue hardship” on the operation of the employer’s business.

Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism and honesty, to merit the respect of our co-workers, clients, partners, vendors and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy and responsiveness.

Equal Employment Opportunity Statement

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.

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