Administrative Assistant - Housing (CHSA)

City-of-Savannah; Savannah (GA); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental & vision insurance

457b retirement plan

Life insurance

Wellness programs

Vacation & sick leave

Paid holidays

Employee assistance program

Home buyers program

Tuition reimbursement

Job summary

Community Housing Services Agency, Inc. (CHSA) is seeking an Administrative Assistant to perform a range of intermediate to complex clerical tasks supporting the department. The role may involve handling confidential information and requires accuracy, organization, and discretion.

The position supports operations with payroll, budget data, travel arrangements, and correspondence. A degree in business/public administration and relevant experience are preferred, along with a valid driver’s license

Qualifications

• Associate or Technical Degree in Business or Public Administration or related field with one year of admin/clerical experience.
• Must possess and maintain a valid state driver’s license with acceptable driving history.
• Background check, including drug screen, post offer pre-employment medical screen; verification of education, certifications, and licenses.

Responsibilities

• Perform word processing for memoranda, letters, agendas, and other documents.
• Process invoices and maintain purchasing records; prepare budget data and reports.
• Maintain expenditure records and reconcile accounts.
• Enter payroll and prepare related personnel forms.
• Maintain confidential personnel records and assist with HR forms.
• Coordinate travel for conferences and training per policy.
• Respond to inquiries from the public; greet and assist visitors.
• Handle service requests via telephone/311; manage deposits and inventory of supplies.
• Perform other related duties as assigned.

Skills

Government accounting

Municipal auditing

Budgeting & purchasing

Regulations knowledge

Office equipment

Planning & organization

Interpersonal relations

Oral & written communication

Education

Associate or Technical Degree in Business or Public Administration

Job description

Bring your talent and we’ll bring the opportunities. Join the Community Housing Services Agency, Inc. (CHSA) today as an Administrative Assistant. This position performs a variety of intermediate to complex administrative and clerical functions in support of the department. Some duties and projects may be of a highly confidential or sensitive nature and is based upon the department assigned.

Community Housing Services Agency, Inc. (CHSA) is a local nonprofit 501(c)(3) housing organization established in 1989 by the City of Savannah in partnership with banking and community leaders to create and retain affordable housing. CHSA also leverage public and private investments to bring housing opportunities to underserved neighborhoods in Chatham County.

We offer an excellent benefits package to include health, dental and vision, defined contribution plan (457b), life insurance, wellness programs, vacation, sick leave, paid holidays, employee assistance program, home buyers program, tuition reimbursement and more!

• Performs word processing duties for preparation of memoranda, letters, departmental procedures, agendas, resolutions, ordinances, and other documents.
• Processes invoices for payment and is responsible for departmental purchasing records and related documents. Prepares and gathers budget information for data entry and reports.
• Maintains records of expenditures and reconciles accounts.
• Performs research on policy, rules and regulations, and historical data.Maintains the departmental calendars.
• Enters departmental payroll and prepares personnel forms for worker's compensation, accident reports, insurance, risk management, and any other necessary related forms or payroll functions.
• Maintains comprehensive confidential, sensitive personnel records; assists in preparing Personnel Action forms for discipline, including demotion, termination of employees working with HR Analyst.
• Prepares and coordinates travel arrangements for conferences and training in accordance with policy and procedures.
• Responds to inquiries from the public in person and by telephone.
• Answers telephones; provides information and assistance, takes messages or forwards to appropriate personnel;greets and assists visitors.
• Responds to service requests via the telephone or the 311 system. Receives, counts, verifies, transports and deposit funds collected. Inventories and orders supplies as necessary.
• Performs other related duties as assigned.

Associate or Technical Degree in Business or Public Administration or related field supplemented by one year of administrative, clerical, or customer service experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Must possess and maintain a valid state driver's license with an acceptable driving history.

Additional Requirements

Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification of education, certifications, and licenses required prior to employment.

Knowledge, Skills & Abilities

• Knowledge of the principles and practices of governmental accounting.Knowledge of municipal auditing principles and practices.
• Knowledge of city budgetary and purchasing policies.Knowledge of relevant local, state, and federal regulations.Knowledge of office equipment.
• Skill in developing short- and long-range plans.Skill in establishing priorities and organizing work.Skill in public and interpersonal relations.
• Skill in the use of office equipment and in the training of others in its use. Skill in oral and written communication.

Minimum Standards

SUPERVISORY CONTROLS: Work is performed under the close supervision of the Director. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES: Guidelines include procedures for bank reconciliations, audit procedures, retention schedules, and city purchasing policies. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY: The work consists of related administrative duties. Regular and repetitive tasks, processes, or operations requiring the selection and execution of actions based on defined procedures. Strict regulations and deadlines contribute to the complexity of the work.

SCOPE AND EFFECT: The purpose of this position is to provide administrative support for department operations. Supportive, informational, recording, or other services to assist others in producing correct and effective results; minor consequences. Success in this position results in the efficiency of department activities.

PERSONAL CONTACTS: Regular contact within the department, periodic contact with other departments, outside agencies, and the general public. Contacts are typically with other city employees, bankers, accountants, auditors, and the general public.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, and resolve problems.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lift slight objects. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally.

WORK ENVIRONMENT: The work is typically performed in an office. Involves occasional exposure to some disagreeable elements (dust, heat, fumes, cold, noise, vibration, or wetness), and accidents are improbable, other than minor injuries.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.