Program Support Specialist - Housing and Community Services

The Housing and Community Services Administrative Assistant performs skilled clerical and responsible administrative and professional tasks in support of the Housing and Community Services Department. This supportive role involves assisting with a variety of complex program assistance and administrative tasks; does related work as required. Work is performed under general supervision.

Physical Requirements

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires reaching, fingering, and repetitive motions; vocational communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and / or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

Serves as the initial contact person for department inquiries, ensuring effective communication in all interactions; provides technical assistance by answering general program questions, phone calls, letters / emails and refers to the proper staff member / department; coordinates appointments with internal and external individuals, groups, and organizations; and links residents to appropriate community services.

Operates standard office, word processing and data entry equipment and software; helps establish office procedures; sets up and maintains filing and record keeping systems.

Prepares and distributes draft and final letters, reports, memoranda and other documents for review, comment, and approval; types a variety of complex confidential reports and materials from rough draft, copy, meeting recordings, marginal notes or verbal instructions; composes correspondence independently from supervisor's notes / comments.

Conducts internet, interview and other necessary data gathering of topic specific research for written and visual reports and presentations.

Enters a variety of operating and accounting data into the computer system; receives, dates, processes and logs documents, invoices and purchase card transactions; prepares a variety of complex technical monthly, quarterly and annual reports on time.

Prepares documents and transcribes minutes for housing and human services boards, commissions and committees; acts as the recording secretary; prepares and posts public hearing notices.

Prepares documents and provides administrative support for Human Services grant funding; reviews agency applications for accuracy and creates spreadsheets documenting completeness; coordinates responses to agency requests for programmatic requirements, policies, and guidelines; provides technical support during public hearings; manages agreements and compliance documents; edits, routes, tracks, and records contracts. Drafts annual program report.

Copies, gets quotes, processes, and distributes reports / community flyers / posters / banners.

Verifies information, prepares responses, and tracks status of correspondences se; screens and routes material according to content.

Provides support for grant applications; researches, drafts and edits documents for grant submissions.

Maintains compliance files related to awarded federal / state grants; maintains bookkeeping, budget and program records; reviews data for accuracy, completeness and conformance to established standards and policies; assists in obtaining timely reports and initiating invoice requests.

Updates the departmental webpage; incorporating written copy and reviewing content for accuracy.

Prepares for and participates in community outreach events as needed; performs related tasks and undertakes special projects as required.

Any combination of education and experience equivalent to graduation from high school and extensive experience in program and office assistance, communicating effectively with the public, and providing excellent customer service.

Thorough knowledge of standard office practices, procedures, equipment, and program assistance techniques.

Thorough knowledge of business English, spelling, and arithmetic.

Thorough knowledge of the organization and functions of the department and of general administrative policies and practices.

Ability to keep detailed and complex records and prepare accurate reports from file sources.

Ability to perform and organize work independently.

Ability to type and transcribe recordings accurately and at a reasonable rate of speed.

Ability to prepare effective correspondence on routine matters and perform office management details without referral to supervisor.

Ability to establish and maintain effective working relationships with associates and the general public.

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