Administrative Assistant (Spanish Fluency)

Syracuse Housing Authority; City of Syracuse (NY); On-site; USD 48,000 - 56,000; Full time

Job summary

Syracuse Housing Authority seeks an Administrative Assistant (Spanish Fluency) to support the Central Maintenance/Modernization department in Onondaga County. The role requires strong administrative skills, accurate record keeping, and the ability to assist residents and staff with inquiries and work orders.

After a conditional offer, employment is contingent on background check, verification of education and work history, and completion of a drug screen.

Qualifications

• Must read, write, and converse fluently in Spanish and English.
• Background check, education/work history verification, and drug screening required after offer.
• Excellent administrative and communication skills; experience in public or housing authority settings preferred.

Responsibilities

• Perform general office operations and record-keeping for the department.
• Answer phones, assist residents with inquiries and work orders, and input data into agency systems.
• Maintain and communicate department notices; manage electronic logs and equipment dispatch as needed.
• Coordinate with maintenance, security, and other staff to support program objectives.
• Prepare reports and assist with procedural/system implementations as required.

Skills

Spanish fluency

English proficiency

Education

Bachelor's degree

Job description

Administrative Assistant (Spanish Fluency) is an Open-Competitive Onondaga County Civil Service position and if hired, continued employment will be contingent on qualifying for, successfully passing, and reachability off the applicable Onondaga County Civil Service Exam.

After a conditional offer of employment, a favorable background check, verification of education and work history, and illegal drug screening must be completed prior to starting employment. Proof of identity and legal work authorization will also be required.

SPECIAL NECESSARY REQUIREMENT

Candidates must be able to read, write and converse fluently in Spanish and English.

Hiring Range: $48,080-55,610

Full Range: $48,080 - $61,281

DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for performing a variety of important administrative and operational functions in the Syracuse Housing Authority (SHA), with primary responsibilities focused in the Central Maintenance/Modernization department. The work may involve the performance of technical tasks of a particular program or may be responsible for the performance of administrative tasks freeing the executive officers of the department of routine details and allowing their concentration on matters of administration.

Duties include, but are not limited to general department operations and office management, creating resident notices, record creation and management, operating a central two-way radio system to communicate with applicable maintenance and security staff members, answering incoming agency phone calls, receiving and resolving customer inquiries and complaints, assisting customers with entering work orders, uploading paperwork, and other related assistance on agency kiosk machines.

Other duties may include procedural system implementation, data processing, and record-keeping operations for the entire agency. Routine duties are performed in accordance with general directions regarding objectives, policies, and procedures of the department while more complex problems are discussed with a superior.Does related work as required.

TYPICAL WORK ACTIVITIES

• Perform professional and administrative duties in the area of the security department
• Receive radio reports of location from applicable staff members; record official time of each report; records all communications on an electronic log according to procedures
• Inform applicable staff members of location of next work assignment at the request of superiors and needs of department; may send equipment to an emergency work site following detailed standard operating procedure which indicates which type of vehicle to send to what type of job and/or which geographical sectors are covered by each vehicle.
• Answer telephone and record and maintain a computerized public complaints log
• Answer and assist the public with agency-related inquiries
• Inform supervisors or emergency workers by radio or telephone of any situation which may require immediate attention
• Relay information received by radio to Police or Fire Departments when necessary; occasionally including emergency situations such as a crew overcome by sewer gas or involved in an accident
• Page or contact department members by voice or by intercom system to inform them of messages or telephone calls
• Perform various other administrative tasks such as reading incoming mail, answering general correspondence, and preparing written and oral reports
• Meet with departmental staff members to identify and define administrative difficulties
• Maintain contact with staff members within department and with other public and private agencies to assist in solving mutual problems
• Utilize appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial, and ethnic backgrounds, sexual orientations, lifestyles, and physical abilities.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Good knowledge of office terminology, procedures, and methods
• Good knowledge of business arithmetic and English
• Good knowledge of modern principles and practices of office and personnel management
• Good knowledge of the principles and modern practices of record keeping and budget control.
• Good knowledge of the functions of local government and of the character of relationships between departments and between public and private agencies.
• Ability to organize, assign, coordinate, and review the work of subordinate employees.
• Ability to understand and carry out complex oral and written instructions.
• Ability to prepare correspondence and reports.
• Ability to present oral and written reports clearly and concisely.
• Ability to secure the cooperation of others.
• Ability to deal effectively with the public.

MINIMUM QUALIFICATIONS

• Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Baccalaureate Degree; or,
• Four (4) years of paraprofessional or professional-level work experience, or its part-time equivalent; or,
• Four (4) years of clerical work experience which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator; office manager who provides fiscal, personnel, and office services in support of a department head, second-line supervisor, or administrator; or a full-charge bookkeeper.
• An equivalent combination of training and experience as defined by the limits of (A), (B), and (C).

NOTE: Entry or advanced level experience in typing, stenography, account keeping or clerical work which does not include experience as described in (C) will not be considered qualifying.