AKRON METROPOLITAN HOUSING AUTHORITY Job Title: Administrative Assistant Reports to: Executive Office Manager Department: Director's Office and Finance Date: February 2024 FLSA Status: Non-Exempt Minimum: $19.24 Hourly General Purpose: The primary purpose of this position is to assist the Director's Office and Finance Department of the Akron Metropolitan Housing Authority ("AMHA" or "Agency") by providing administrative support and coordination for projects, reports, communications, publications and special events planning related to the Director's Office and Finance Department. The incumbent also ensures appropriate support and development for project goals, timelines and desired outcomes, coordinating with other members of the Director's Office and Finance Department, as assigned. Essential Duties and Responsibilities: The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned. Prepares spreadsheets for the Agency's annual operating budget and distributes them electronically to appropriate management staff for completion of their requests; computes projections based on historical expenditures; loads the budget into the enterprise software system for each front line and support department, Local Housing Authority (LHA) business activity, blended and discrete component unit, and Low Income Public Housing (LIPH) asset management project (AMP); maintains the budget calendar; and assists in answering inquiries related to budget expenditures. Calculates the financial ratios and scores for the Management Assessment Sub-System (MASS) and the Financial Assessment Sub-System (FASS) under the Public Housing Assessment System (PHAS) for the monthly production report. Drafts correspondence, technical reports and status reports for the Board; performs statistical analysis; ensures documents are consistently formatted and grammatically correct. Provides clerical and administrative support to the Executive Director and the Deputy Director as needed including recordkeeping, document generation, data tracking, follow-up, telephoning, mailing and filing; ensures that assigned work is completed accurately and timely; responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations; serves as back-up for other administrative and clerical staff as assigned. Greets visitors to department; actively inquires about how the visitor may be assisted; provides accurate information in response to questions and comments; directs visitors to appropriate staff members; represents department and AMHA in a professional and courteous manner. Serves as a backup to the Executive Assistant when out of the office. Provides clerical and administrative support to other AMHA departments on an as needed basis; stands in as needed at the front desk when staff is on vacation or sick. Assists the Executive Assistant with coordinating special events and projects as directed (i.e., AMHA Calendar, employee service award program, etc.) Maintains staff vacation schedules. Scans remote bank deposits and determines proper code for each one Ensures that files and filing systems are current, accurate and neat at all times. Supports other departmental activities as needed. Miscellaneous Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded. Attends meetings and follows up as necessary. Maintains a record of acceptable attendance and punctuality. Other duties as assigned. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The re