Administrative Assistant

City of Newark Housing Authority; Newark (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

The City of Newark Housing Authority is seeking an Administrative Assistant to provide essential office support in Newark, NJ. The role handles calls, scheduling, correspondence, and filing while ensuring efficient operations and compliance with agency policies.

Ideal candidates have strong organization, communication, and discretion, with at least 2 years in administration and experience in a public sector environment being a plus. On-site position with professional collaboration.

Qualifications

• High school diploma or equivalent required.
• Associate degree in business administration or related field preferred.
• Minimum 2 years of administrative or clerical experience.
• Experience in a housing authority or public sector environment is a plus.
• Demonstrated experience managing schedules, appointments, and meetings.

Responsibilities

• Answer and direct phone calls, providing information and assistance as needed.
• Organize and schedule appointments, meetings, and events with logistical arrangements.
• Prepare and distribute correspondence, memos, letters, faxes, and forms.
• Maintain a filing system for important and confidential documents.
• Assist in preparing regularly scheduled reports and presentations.
• Develop and update administrative systems to improve efficiency.
• Order office supplies and research vendors to maintain stock.
• Provide general support to visitors and act as the point of contact for clients.
• Liaise with executives and senior assistants to handle requests from senior managers.

Skills

Organizational skills

Written and verbal communication

Customer service

Team collaboration

Discretion with confidential data

Education

High school diploma or equivalent

Associate's degree in business administration or related field

Tools

Microsoft Office Suite

Job description

Job Purpose:- The Administrative Assistant at the Housing Authority of the City of Newark will provide essential administrative support to ensure efficient operation of the office. This role involves handling a variety of tasks related to organization and communication, contributing to the smooth functioning of the organization and supporting the mission of providing quality housing services to the community.Key Responsibilities:- Answer and direct phone calls, providing information and assistance to callers as needed.- Organize and schedule appointments, meetings, and events, ensuring all logistical arrangements are in place.- Prepare and distribute correspondence, memos, letters, faxes, and forms.- Maintain a filing system for important and confidential company documents.- Assist in the preparation of regularly scheduled reports and presentations.- Develop and update administrative systems to improve efficiency.- Order office supplies and research new deals and suppliers to maintain office stock.- Provide general support to visitors and act as the point of contact for internal and external clients.- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.- Ensure compliance with company policies and procedures in all tasks performed.Required Education:- High school diploma or equivalent required.- Associate's degree in business administration or related field preferred.Required Experience:- Minimum of 2 years of experience in an administrative or clerical role.- Experience working in a housing authority or public sector environment is a plus.- Demonstrated experience in managing schedules, appointments, and meetings efficiently.Required Skills and Abilities:- Strong organizational skills with the ability to prioritize tasks effectively.- Excellent written and verbal communication skills.- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).- Ability to handle confidential information with discretion.- Strong attention to detail and accuracy in data entry and record-keeping.- Ability to work independently as well as collaboratively in a team setting.- Customer service orientation with the ability to interact professionally with clients and colleagues.