Administrative Assistant | HUD | Albuquerque, NM

Tommy Nobis Center; Albuquerque (NM); On-site; USD 40,000 - 50,000; Full time

Job summary

Tommy Nobis Center in Albuquerque, NM seeks an Administrative Assistant to support HUD field staff and executive staff with office management, budgeting, personnel records, and payroll responsibilities.

The role requires independent project work, accuracy in documentation, and strong Microsoft Office skills. Candidates must pass background checks and be eligible to work in the United States.

Qualifications

• Associates degree or equivalent from a two-year college or technical school; and three to five years or more related experience.
• Knowledge of basic office operations and proficient computer skills.
• Familiarity with Microsoft Office, Adobe Acrobat Pro and general office equipment.

Responsibilities

• Provide clerical support including receptionist duties, filing, and mail handling.
• Perform general administrative functions to support day-to-day operations.
• Prepare documentation for government review, including presentations and memoranda.
• Monitor and route emails and manage electronic filing.
• Coordinate conference calls and video conferencing setup.
• Maintain office supply levels and assist with purchases.
• Operate office equipment such as copiers, scanners, and printers.

Skills

Interpersonal

Analytical

Oral communications

Leadership

Organizational

Problem-solving

Equipment handling

Education

Associates degree or equivalent

Tools

Microsoft Office

Adobe Acrobat Pro

Outlook

Word

PowerPoint

Excel

Teams

Job description

Administrative Assistant | HUD | Albuquerque, NM

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where peoplewith disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Position Summary: Under the direct supervision of theProgram Manager, Administrative Services and HUD field staff, thisposition will provide administrative support to executive staff withoffice management responsibilities to include budgeting, personnelrecords, and payroll. The Administrative Assistant may be required towork independently on projects requiring research and preparation ofbriefing charts and other presentation materials.

Essential Job Functions and Responsibilities:

Services include the following general support functions but are notlimited to the following tasks which are broken into the following categories:

• Provide clerical support to include receptionist duties, faxing,filing and assisting employees.
• Perform general administrative functions in support of day-to-dayoperations, including answering the telephone by the third ring,correctly route callers and take messages or forward to voicemail,as appropiate.
• Prepare and develop documentation for Government review andapproval, which includes presentations, memorandum, correspondence,organizational charts and statistical reports and/or improving onthe quality of existing documentation in support of programmanagement functions, including but not limited to the use of OfficeManagement System.
• Monitor multiple general and specific delivery email boxes daily;review emails to determine urgency and forward or prepare responsesto emails, follow-up and route approrpriately.
• Receive, inventory, store and distribute mail and packagesreceived by the office; package and label items to be mailed or shipped.
• Scan documents as required, including scaning into electronicfiling system, using Adobe Acrobat Pro or other scanning software.
• Set up equipment required for video conference and satellite training.
• Schedule and coordinate conference calling as needed.
• Monitor office supply levels and recommend replenishment asneeded, including completion of necessary electronic and hard copydocumentation to facilitate purchases as determined by the government.
• Ensure operation of equipment by completing preventive maintenancerequirements; calling for repairs; maintaining equipmentinventories; evaluating new equipment and techniques.
• Operate all office equipment provided including copiers, faxmachines, printers, scanners, binding machines, etc.
• Other duties as assigned.

Experience and Skills:

Qualifications:

• Mission driven, guided by core values and a pleasure to work with.
• As the Administrative Assistant will be privy to private andsensitive information, the Administrative Assistant must betrustworthy and work with integrity at all times.
• Knowledge of basic office operations, proficient in computerknowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook,Word, PowerPoint and Excel with proficient knowledge of graphicspackages, mail merge, spreadsheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

Other Requirements:

• Work shall be performed in a professional team environment,encompassing various levels of government, and shall be required toalternate or adjust start and end times to meet deadlines involvingdaily work assignments anytime between 7:00 am and 6:00 pm.
• Ability to lift, pull and push mail bags, mail hampers, andpackages often weighing up to 50 pounds.

Education:

• Associates degree; or equivalent from a two-year college ortechnical school; and three to five years or more relatedexperience; or equivalent combination of education and experience.

3-5 years administrative experience in the field or in a related area

Special Skills/Abilities:

Interpersonal:

• Ability to work independently as well as within a team environment.
• Works well with the public and provides exceptional customer service.
• Strong interpersonal skills and ability to maintain confidentiality.
• Strong written communication skills required to maintain qualitydocumentation and effectively communicate with a broad range of individuals.

Analytical:

• Good math aptitude
• Good analytical skills needed to analyze various job tasks

Oral Communications:

• Strong verbal communication skills required to effectivelycommunicate with a broad range of individuals.
• Ability to listen to and understand information and ideaspresented through spoken words and sentences.

Leadership:

• Will provide direction to Nobis Enterprise employees under theleadership of HUD RSM and Nobis Enterprise Program Manager

Organizational:

• Ability to organize work area, supply room and maintain data forrequired reports.

Problem-Solving

• Ability to meet contract office requirement standards andprescribed deadlines.
• Ability to tell when something is wrong or is likely to go wrong.Recognizing there is a problem.

Equipment

• Demonstrated knowledge of Microsoft Office, Word, Excel,PowerPoint, Outlook and Teams applications.
• Working knowledge of telephones, copy and fax machines and mailmetering equipment.

Other Qualifications or Requirements:

Mental Effort:

• Ability to think clearly and multitask.

Physical Requirements:

• Have full range of mobility in upper and lower body.
• Be able to reach overhead.
• Be able to work in various positions, including, but not limitedto, stooping, standing, bending over, sitting, kneeling andsquatting for extended periods of time.
• Be able to handle, lift, pull and push materials and equipment tocomplete assigned job tasks.
• Be able to handle mail bags, mail hampers, and packages oftenweighing up to 50 pounds.
• Good hand dexterity. Ability to make precisely coordinatedmovements of the fingers of one or both hands to grasp, manipulate,or assemble small objects.
• Good eyesight.

Visual Effort:

• Well-lit office environment requiring average amount of visual effort.
• Ability to see details at close range (within a few feet).

Safety:

• Follows all prescribed safety regulations to diminish accidents.
• Understanding of OSHA safety requirements.
• Knowledge of evacuation procedures and the whereabouts of exitsand fire extinguishers.
• Immediately report circumstances you consider may present a hazardto yourself and others.
• Report any accident whether minor or major.

Security

• Must abide by all security regulations of the facility.
• Must obtain and wear a photo ID.

Scope of Position:

• Not applicable

This job description is not designed to cover or containcomprehensive listing of activities, duties or responsibilities thatare required of the employee. They may be subject to change per theStatement of Work (SOW) of the project contact at any time.

The work environment characteristics described here arerepresentative of those that an employee encounters while performingthe essential functions of the job. Reasonable accommodations may bemade to enable individuals with disabilities to perform the essentialjob functions.