CHARACTERISTICS OF THE CLASS
Under the general direction of the Housing & Improvement Manager, performs specialized and responsible administrative and accounting support work in assisting and carrying out the duties and activities of the Housing & Urban Improvement Division. Incumbent is responsible for exercising considerable independent judgment within the scope of established policies and procedures. Position requires discretion in handling confidential and/or sensitive materials with regard to employees and customers and diplomatic skill in explaining policies and working effectively with City personnel, officials, and the public. Work assignments are made both orally and in writing. Performs other work as required.
Assists with general operations within the office; solves routine problems; and handles clerical details including phone calls and inquiries from the public regarding information about Housing & Urban Improvement programs, activities, and social services.
Provides administrative support to the Citizens’ Advisory Board, which includes attendance at evening meetings, preparation and distribution of agendas, minutes, notices and applicable materials.
Prepares and maintains departmental records, correspondence, statistical reports and databases.
Prepares replies to correspondence from dictation, instructions, or on own initiative, searches files and other sources to develop background materials, assists in a variety of office tasks.
Researches and prepares background materials to support annual operating budget request; assists in preparation of the division’s budget; and enters budget and budget adjustments into City financial management system, and monitors expenditures year-round.
Tracks grant expenses and maintains accurate expenditure records of the project, client and activity level by grant to facilitate year-end reporting to grantor agencies; assembles invoices and supporting documents for transmittal to the Finance Department for payment; performs all data entry and develops documentation to support allocation of grant administration expenses by grant quarterly or as required based on staff daily time distribution logs, processes on-line draw downs for the CDBG Program; assembles documentation and prepares HOME Program reimbursement requests.
Orders necessary supplies and services.
Creates brochures, pamphlets and fliers for programs as needed.
Performs applicant eligibility screening, documents income compliance and counsels applicants for Housing & Urban Improvement division programs as needed, maintains and manages waiting lists of applicants for various types of housing assistance.
A. TRAINING AND EXPERIENCE
High school diploma or GED supplemented by courses in business office practices, accounting and/or grants management, and five years administrative support experience, including two years of general office experience at the full performance level and a minimum of one year of work experience in a housing and community development environment utilizing federal and state grants, or any equivalent combination of acceptable training, education and experience. Typing test from Brevard Workforce taken within the last year must be submitted with employment application to be considered. Must possess and maintain a valid State of Florida Driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida Driver’s license with ten days of employment.
B. KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.
Knowledge of business English, spelling, punctuation, and mathematics.
Skill in the use of a personal computer and various application programs including advanced word-processing, spreadsheets, database applications, and digital camera equipment/processing.
Ability to operate modern office equipment such as a calculator, personal computer, scanner, fax machine, copier, printer and other office equipment.
Ability to carry out a wide scope of clerical and accounting procedures.
Skill in dealing effectively and courteously with the public and other employees.
Ability to type with speed and accuracy.
Ability to make independent decisions and assist in routine office management decisions.
Ability to compose effective and accurate correspondence and reports.
Ability to handle non-routine matters.
Ability to analyze accounting and financial records, reports and data.
Ability to read, understand, and apply federal and state grant rules and regulations.
Ability to follow complex written and oral directions.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to work under pressure and in stressful situations.
Ability to meet specific deadlines upon demand.
Ability to maintain a high level of concentration with continual interruptions.
Ability to be flexible and change job priorities at a moment’s notice.
Ability to hear, comprehend and clearly speak the English language.
Ability to see, read, and comprehend writing and computer printouts in English.
Ability to sit for long periods of time not to exceed two (2) hours at one time.
Ability to stand for short periods of time.
Ability to lift items weighing up to 20 lbs. and carry them short distances.
Ability to reach and grasp objects and awkward and heavy files and transport them short distances.
May be required to bend, kneel or squat for short periods of time.
May be required to operate an automobile to run errands for office.
Ability to work regularly scheduled hours with little variation.
Ability to attend evening meetings.
Ability to control behavior when encountering stressful situations, such as uncooperative peers, oral presentations, or when encountering necessary deadlines.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGNS OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.
Revision Date - 10/1/2013