Administrative Officer

Philadelphia Housing Authority; Philadelphia (Philadelphia County); On-site; USD 55,000 - 75,000; Full time

Job summary

A local housing authority in Philadelphia seeks an Administrative Officer to manage complex office functions. Responsibilities include coordinating services, preparing executive reports, and improving workflow efficiency. Ideal candidates should hold a Bachelor’s degree and have at least five years of administrative support experience. The role involves engaging with diverse audiences and maintaining effective working relationships within the organization.

Qualifications

• Bachelor's degree in a related field required.
• Minimum five (5) years of administrative support experience.

Responsibilities

• Coordinate office services and improve workflow.
• Prepare executive reports, correspondence, and maintain filing systems.
• Respond to inquiries and monitor requisitions.

Skills

Coordinating administrative support functions

Researching and preparing correspondence

Interpreting rules and policies

Solving practical problems

Providing administrative support to executives

Organizing and maintaining records

Answering inquiries

Coordinating special projects

Effective interpersonal interaction

Education

Bachelor’s degree in a related field

Job description

Reporting to the Chief Operating Officer, the Administrative Officer performs a variety of complex professional administrative and office management functions, prepares correspondence; maintains departmental records and filing systems; conducts special projects; and performs other duties as assigned.

Essential Functions

• Coordinates office services such as personnel, budget preparation and control, records control and special management studies and ensures that the work flow is efficient
• Identifies ways to improve workflow; simplifies reporting procedures and implements work saving methods
• Obtains research information for PHA projects
• Presents departmental information to diverse audiences throughout the Authority, using a variety of mediums, including audio‑visual aids
• Prepares executive reports, letters, memos, and correspondence for the department
• Sets up and maintains departmental file system
• Responds to inquiries, disseminates information and routes incoming calls to appropriate point of contact; follows up to ensure timely completion of delegated assignments
• Types correspondence, statistical and related reports
• Monitors requisitions, ensures invoices are paid in a timely manner, coordinates activities related to both internal and external organizations, and maintains petty cash funds in accordance with established procedures
• Performs other duties as assigned

Minimum Qualifications

Bachelor’s degree in a related field, AND a minimum five (5) years of administrative support experience; an equivalent combination of education and experience may be considered.

Required Knowledge

• Research techniques, methods and procedures and report presentation.
• Standard computer operations and software applications.
• General office practices and equipment.

Required Skills

• Coordinating and performing a variety of professional administrative support functions.
• Researching and preparing correspondence, agendas, reports and various types of documents.
• Interpreting specific rules, laws and policies and applying them in a variety of procedural situations.
• Solving practical problems and dealing with a variety of concrete variables in situations where only limited standards exist.
• Providing highly skilled administrative support to executive‑level personnel.
• Organizing and maintaining departmental records and filing systems.
• Answering incoming calls and responding to public inquiries.
• Coordinating special projects in support of departmental operations.
• Interacting with people of different social, economic, and ethnic backgrounds.
• Establishing and maintaining effective working relationships with staff, PHA departments, employee groups, management, and the general public.