For more information and to apply: https://www.washingtoncountycda.org/our-organization/careers/
General Definition of Work
Performs intermediate skilled administrative support work managing an office, supporting the Agency Board of
Commissioners and department heads, responds to public inquiries regarding Agency programs, and related work as
apparent or assigned. Work is performed under the limited supervision of the Administration Director.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The
requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Functions
- Provide skilled administrative support to the Agency Board of Commissioners, Economic Development
Director, Community Development Director and Finance Director, including calendar management, preparing
correspondence, completing mailings, preparing power points, creating charts and spreadsheets for various
reports, filing documents and organizing files, organizing and preparing reports for reproduction, and
completing other administrative transactions. - Coordinates the logistics of publishing meeting and public hearing notices for Board meetings, ensures the
accuracy and completeness of board packets, assembles the board packets, and prepares the Board meeting
room for Board and Agency meetings as directed. - Responsible for maintaining Commissioner electronic devices and assists commissioners with email and board
packet communications, as necessary. - Attends Board meetings, drafts minutes, ensures the proper recording of meetings, and retention of audio
recordings. Maintains approved minutes and resolutions from monthly Board meetings and ensures proper
retention of minutes, resolutions, packets and documents discussed at the meetings. Maintains records of
commissioner appointments, tracks mailing addresses and contact information. - Supports Agency department heads,
- Greets the public in a positive customer service approach. Works with department heads on a regular basis to
keep up to date on Agency program information and is responsible to accurately direct the public to appropriate
staff or resources. Ensures that information in the front lobby is accurate, up to date, and is professionally
displayed. - Organizes and manages processes to prepare, finalize, and monitor a variety of contracts and agreements on
behalf of the department heads in a timely manner. Maintains databases of community contacts for economic
development activities, performs electronic surveys to economic development program recipients, and creates
reports as directed. - Assists Economic Development Director with routine tasks associated with marketing and advertising activities.
- Performs data entry in various electronic reporting and database systems for housing and economic
development programs, prepares reports as directed. Tracks complaints related to the Agency rental portfolio
and prepares reports as directed. - Performs initial troubleshooting and coordinates with vendors for services related to all office equipment, (cell
phones, phone system, copiers, etc.); researches and recommends changes to service plans within the Agency;
monitors data back-up system; tracks and maintains records of all service contracts; manages vendor or
contractor relationships; maintains and orders office supplies and furniture. Sets up and maintains
telecommunication equipment on behalf of Agency employees. - Provides administrative support to the Human Resources and Communication Coordinator on non-confidential
matters. Manages and advises staff on appropriate use of the Agency’s document management system. Provide
guidance to staff as needed. Responsible for tracking, labeling, and storing required original files and other
historical records according to state and federal laws. Familiar with document management practices, state and
federal laws regarding document preservation and destruction and keeps abreast of law changes. - Ensures the office is open and closed securely and front desk coverage is maintained at all times during office
hours, in accordance with policies and procedures established by the Department Director.
Knowledge, Skills and Abilities
Competencies required:
Thorough skill serving program clients; thorough skill managing work processes; thorough oral and written
communication skills; thorough skill with computer and communications equipment; general compliance monitoring
and reporting skills; general knowledge of real estate and property management; general skill building strategic
relationships; general project management and organizational skills; general skill managing programs; general skill
leading other people; some skill managing financial resources; ability to use standard computer equipment; ability to
display proficient communication skills; ability to record information, manipulate data and create reports using
Microsoft Office, and other software and web-based applications; ability to display project management and
organizational skills; ability to display analytical and critical thinking skills and ability to manage multiple projects
and programs.
Other knowledge, skills and abilities required:
Thorough knowledge of the operation of standard office equipment and applicable hardware and software; thorough
knowledge of business English, spelling and arithmetic; general knowledge of government, housing and economic
development programs, policies and compliance requirements; thorough skill composing standard reports, records and
files related to Agency departments and programs; thorough skill composing standard correspondence; ability to
multitask and manage project time; ability to communicate effectively orally and in writing to sometimes aggravated
clients; ability to manage spreadsheets with complicated formulas; ability to read and understand advanced county and
state policies and procedures; ability to type accurately at a reasonable rate of speed; ability to operate standard office
and computer equipment and perform advanced word processing and/or data entry; ability to establish and maintain
effective working relationships with associates and the general public, staff, elected officials, outside agencies; ability to
maintain the confidentiality of data; ability to create and maintain applicable reports from database systems; ability to
operate standard accounting software; ability to make arithmetic computations using whole numbers, fractions and
decimals; ability to compute rates, ratios and percentages; ability to understand and relate information about the Agency
to customers; ability to interact with clients; ability to understand and carry out written and oral instructions; ability to
establish and maintain effective working relationships with staff, vendors, elected officials, consultants and the general
public; ability to respect and relate well to people from varied backgrounds, understand diverse worldviews, and be
sensitive to group differences; ability to see diversity as an opportunity, and challenge bias and intolerance.
Education and Experience
Associates/Technical degree with coursework in business administration, real estate, housing, or related field and
moderate experience handling and processing legal documents, managing an office, or equivalent combination of
education and experience.
