Position Title: Executive Assistant
Department: Executive Administration
Reports to: Executive Director/Deputy Executive Director
FLSA Status: Non-Exempt Date
Created/Revised: November 2018
Summary
The primary purpose of this position is to provide a wide range of highly confidential, complex, and responsible executive-level administrative support to the Executive Director, Deputy Executive Director and the Board of Commissioners. The incumbent is responsible for managing the daily administrative functions of the Executive Offices.
All activities must support the Minneapolis Public Housing Authority’s (“MPHA” or “Authority”) mission, vision and values.
Essential Duties and Responsibilities
The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.
- Serves as a liaison between the Executive Offices and the Board of Commissioners, government agencies and HUD, and community agencies by responding to inquiries, requests, Board resolutions, and other sensitive and confidential information. Communicates with and provides information to residents, the Board of Commissioners, and public officials to resolve situations as appropriate.
- Coordinates communications and information and works with others to assure compliance with timelines pertaining to requests for information and service.
- Identifies urgent and critical correspondence, incoming phone calls, other inquiries, and coordinates their response. Researches and consults with others to identify solutions, options, and alternatives.
- Composes documents and correspondence on a variety of matters including the Executive Director’s monthly performance report to the Board of Commissioners.
- Receives, screens, and routes communications to the Executive Director/Deputy Executive Director, including telephone calls and email messages.
- Receives and greets visitors, answers questions, and refers inquiries to appropriate staff and schedules appointments as appropriate.
- Coordinates and directs a variety of office management functions and activities, such as maintaining and preparing purchase orders for supplies and equipment. Receives, sorts, reads, routes, and responds to mail as directed. Maintains the Executive Director’s diary system.
- Serves as the department’s timekeeper and submits attendance for payroll processing purposes.
- Develops and implements efficient office procedures. Establishes and maintains effective filing systems for official documents, contracts, reports, and records including records of a confidential nature.
- Determines, prioritizes, and schedules the Executive Director’s/Deputy Executive Director’s internal and external meetings, daily schedule, and community functions in addition to coordinating the preparation of needed materials.
- Responsible for coordinating out-of-town travel arrangements for the Executive Director/CEO and other Authority staff. Processes and reconciles related expense statements for all Authority travelers.
- Attends meetings with senior staff and prepares agendas. Attends a variety of other meetings or functions representing the Executive Director/Deputy Executive Director. Monitors assignments given to Directors.
- Attends Board of Commissioners meetings, takes and transcribes minutes, and oversees preparation and distribution of Board packets and notices. Facilitates the scheduling of Commissioner appointments with the City Council and the Mayor’s Office. Coordinates and supports the training and orientation of new Commissioners and Commissioner/staff retreats.
- Prepares certified copies of official Board of Commissioners’ actions as necessary. Keeps records of attendance at Board meetings and processes direct deposit payments for Board member stipends.
- Completes special projects and assignments that may require research and data collection.
- Performs other related duties as assigned.
Behavioral Competencies
MPHA expects all employees to exhibit the following behavioral skills:
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; and persists despite obstacles and opposition.
Effective Communication: Employee is prepared, clear, concise and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Education and/or Experience
Bachelor’s Degree in business administration, public administration, or related field and a minimum of three (3) years of experience providing executive-level office support. An equivalent combination of education and experience may be considered.
Must possess or have the ability to obtain a Notary Public License within six (6) months of employment.
Some positions may require possession of a valid driver’s license. Those positions may also require use of a personal vehicle and evidence of individual automobile insurance coverage, or the ability to be insurable under the Authority’s automobile insurance plan at the standard rate. Must pass a criminal history background check.
Technical Skills
To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment requires a demonstrated ability to interact effectively with persons from diverse economic, social, and ethnic backgrounds, including new immigrants, limited English language proficiency clients, and clients with a variety of mental health issues and other disabilities.
Office environment. The noise level in the work environment is usually moderate.
