Salary: $47,174.40 AnnuallyLocation : San Antonio, TXJob Type: Full-TimeJob Number: 2016-02309Department: MTW Program AdministrationDivision: MTW Program AdministrationOpening Date: 12/09/2024Closing Date: 12/20/2024 3:10 PM CentralDescription Under direction, the Administrative Specialist III is responsible for performing a wide variety of high-level professional administrative duties supporting the activities and services of the Community Development Initiatives team (CDI) team. Serves as the primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Coordinates office services and provides information and assistance to the public regarding CDI. Oversees and/or participates in the coordination, supervision, and completion of special projects and/or events. May serve on a variety of committees in a support capacity. Supports Opportunity Home's mission, strategic goals, and objectives while producing results that accomplish the goals and objectives of the CDI team. Examples of Duties Essential Duties + ResponsibilitiesThe 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. These essential functions require a consistent presence in the work environment on a regular basis, and regular attendance must be maintained.-Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external partners and organizations on a range of specified issues.-Assists management staff with scheduling meetings, meeting rooms, and supplies for meetings within and outside the agency, takes attendance, drafts meeting agendas, and transcribes the meetings.-Prepare presentations, compose, evaluate, and respond to internal and external correspondence, memos, purchase requisitions, payment requests, and other department forms and documents.-Consult with stakeholders to draft correspondence, memoranda, workflows, flowcharts, and presentations.-Manages the department's calendar(s).-Arrange complex and detailed travel plans and itineraries and compile documents for travel and community-related meetings for various departments.-Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, including maintenance, inventory management, logistics, security, and related activities.-Identifies and resolves problems promptly; gathers and analyzes information skillfully, making recommendations and maintaining confidentiality.-Communicates effectively verbally and in writing, speaks clearly and persuasively in positive or negative situations, and demonstrates group communication skills.-Screen calls and answers general inquiries.-Process and report on office expenses.-Oversees vendor contracts and coordinates with appropriate parties to determine contract renewal disposition; receives and reviews vendor invoices and references invoices with vendor contracts; ensures proper documentation is received to process vendor payment promptly; coordinates and handles any processing of payment discrepancies.-Performs and audits employee payrolls and maintains time and attendance information. Participate in budget planning and management as required.-Monitors and coordinates departmental budget activities. Prepares internal reports for management and participates in budget planning and management, as required.-Possesses advanced proficiency in Google Suite, including Google Sheets, Google Docs, Google Slides, Outlook Access Elite, and JDE. Must have working knowledge of Microsoft Excel, Word, and PowerPoint to transition and utilize both programs efficiently and successfully.-Coordinate, assist, and supervise special projects as appropriate for new employee orientation and new software training by securing necessary equipment and licenses, scheduling sessions, inviting trainers and new hires and providing new hire onboarding training on administrative tools such as DocuSign and Google Drive.-Establish and maintain the department's file management system. Gathers, enters, and organizes data to keep departmental records updated.-Oversees and/or participates in the coordination, supervision, and completion of special projects and/or events.-Conducts research on venues, organizing suppliers, coordinating logistical elements, coordinating purchases following procurement guidelines, coordinating set-up, tear-down, and clean-up operations, and anticipating attendee needs.-May serve on a variety of committees in a support capacity.-Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.-Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.-Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.-Participate in initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to create awareness, foster, cultivate and preserve a culture of equity, diversity, and inclusion.-Recognize the significance of a data-driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustees, Data Domain Stewards, Data System Custodians, Data Stewards, and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.-Other duties as assigned. Administrative Specialist III Job Description Revised July 2023 2Behavioral Competencies This position requires the incumbent to exhibit the following behavioral skillsa. Values Driven | Demonstrates an understanding of the values (Compassion, Equity, and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.b. Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.c. Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally, and/or in writing; proactively exchanges accurate and timely information.d. Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.e. Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization's team building events.f. Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner. Typical Qualifications Education Required-One (1) year of college or university with coursework in business, public administration, communication, or a related field.-An additional two (2) years of related experience may be considered in lieu of educational requirements.Experience Required-Two (2) years of work administrative and/or clerical experience analyzing and interpreting written materials, ability to write clear and concise reports and memoranda.-Must have the ability to learn and use cloud applications such as Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understanding document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud-accessible applications to include but not limited to One Drive, Outlook, Word, Excel, and PowerPoint or MAC or PC desktop equivalent is acceptable.-Successful completion of a criminal history background check, education, and work history verification, and drug screening test. Administrative Specialist III Job Description Revised July 2023 3Preferred Education and Experience-Ability to learn cloud technologies such as LucidChart for diagrams, workflow, and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.License + Certificates Required-Texas Class C driver's license at the time of placement and insurable by the organization's fleet and liability insurance carrier.-Must have the ability to earn certifications as required by assigned tasks. Technical Skills To perform this job successfully, the employee should have-Knowledge of basic project management skills includes techniques, methods, tools, and/or software programs.-Knowledge of spelling, grammar, and punctuation.-Information research skills.-Knowledge of standard office practices, procedures, and equipment.-Records maintenance skills and database management skills.-Ability to create, compose, and edit written materials using proper grammar.-Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Physical Demands The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. 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 essential functions.Office Environment-The noise level in the work environment is usually moderate.-High level of interaction with external/internal clients.-May be transferred or be required to work at different properties or sites for interim periods in order to support business needs. Administrative Specialist III Job Description Revised July 2023 4 Outside Environment-Subject to environmental elements when conducting visits to various sites or participating in outside events.ADA Statement In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities if it would not impose an undue hardship on the operation of the employer's business. Ethics As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism, and honesty to merit the respect of our co-workers, clients, partners, vendors, and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy, and responsiveness.Equal Employment Opportunity Statement Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.Disclaimer The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time without noticeSUMMARY OF BENEFITSINSURANCE PLANSHEALTH INSURANCE - BLUE CROSS/BLUE SHIELD HEALTH PLANThis is a voluntary benefit for the employees. Employees can choose from two PPO medical plans (750 & 1000). Opportunity Home contributes between 78-85% of the cost. This is effective on the 1st day of the month following the date of hire.DENTAL INSURANCE - BLUE CROSS/BLUE SHIELD DENTAL PLAN (BLUECARE DENTAL)This is a voluntary benefit for employees. Opportunity Home contributes 50% of the cost. This is effective on the 1st day of the month following the date of hire.VISION INSURANCE - HUMANAThis is a voluntary benefit for employees. Opportunity Home contributes one-third of the cost. This is effective on the 1st day of the month following the date of hire.LIFE INSURANCE - (BLUE CROSS/BLUE SHIELD OF TEXAS)Life insurance is furnished at no cost to the employee for the amount of one time the employee's annual salary rounded to the next thousand. Employees have the option to purchase additional life insurance at their own cost. This benefit is effective immediately. If additional life insurance is not elected during the first 30 days of employment, enrollment will be subject to the completion of an Evidence of Insurability form.LONG TERM DISABILITY - (BLUE CROSS/BLUE SHIELD OF TEXAS)Long-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.SHORT TERM DISABILITY - (BLUE CROSS/BLUE SHIELD OF TEXAS)Short-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.VOLUNTARY ACCIDENT INSURANCE - (BLUE CROSS/BLUE SHIELD OF TEXAS)This is a voluntary benefit for employees. This benefit pays for treatments, services, or injuries incurred, as a result of a covered accident.VOLUNTARY CRITICAL ILLNESS - (BLUE CROSS/BLUE SHIELD OF TEXAS)This is a voluntary benefit for employees. This benefit helps cover unplanned expenses when recovering from a critical illness.LEGAL SERVICES - ARAG LEGAL SERVICESThis is a voluntary benefit for employees. This program offers employees convenient access to affordable legal services such as the preparation of Wills/Trusts; Debt Matters; Divorce; Identity Theft; Consumer Protection; Real Estate Matters; Document Preparation and Review, plus various other services.RETIREMENT PLANSOPPORTUNITY HOME PENSION PLANThis is a mandatory benefit. All employees are required to participate in the pension plan following one year of employment. Opportunity Home contributes 11% and the employee contributes 5% of the gross wages each payroll. This is effective the quarter (January, April, July, or October) following the employee's one-year anniversary.457 DEFERRED COMPENSATION PLAN - (MISSION SQUARE)This is a voluntary benefit. This is effective immediately upon receipt of an enrollment application. The minimum contribution is $10 per pay period. The maximum contribution is subject to IRS laws.ADDITIONAL BENEFITSFLEXIBLE SPENDING ACCOUNTS - MCGRIFF INSURANCE SERVICESThis is a voluntary benefit. Medical reimbursement and Dependent Care reimbursement accounts allow the employee to save money from their paycheck on a pre-tax basis. The amount that the employee elects to contribute is not subject to federal income tax, social security or Medicare.FMLA / ADA ADMINISTRATION - ABSENCE MANAGEMENT (COMPSYCH)This program provides employee leave administration services. Provides direct online tools and resources to employees. Employees/Supervisors deal directly with Intake Specialists who can answer questions, and provide consultation, eligibility, and guidance.PAID PARENTAL LEAVE Opportunity Home contributes 100% for six weeks of paid parental leave. PTO DONATIONThis is a voluntary program. All eligible employees will be allowed to donate PTO from their unused balance to their co-workers in need of PTO who have a major family medical emergency or a major disaster. Employees who would like to receive donated personal time from their co-workers must generally have a situation that meets the guidelines. Employees must be employed with Opportunity Home for a minimum of one year to be eligible to donate and/or receive donated personal time.LIVONGO DIABETES MANAGEMENT (BCBS)Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides escalated treatment options to minimize and delay the ongoing progression of this disease. Features include real time messaging on a connected blood glucose meter; certified diabetes educators; interventions when readings are out of range; test strips and lancets at no extra cost, and delivery at your door. SMOKING CESSATION PROGRAM (BCBS)Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides assistance with methods to learn how to quit smoking. Features include telephonic coaching via secure messaging; digital self-management with weekly online lessons; qualified staff, i.e. registered and licensed nurses, dietitians, exercise specialists, health educators, and mental health counselors.EMPLOYEE ASSISTANCE PROGRAM - DEER OAKSThis is a free service provided to you, your dependents, and household members by Opportunity Home. The program offers a wide variety of counseling, referral, and consultation services. Opportunity Home contributes 100% for six counseling sessions per year and is available to both employees and their household family members. This is effective immediately upon employment.TUITION REIMBURSEMENT PROGRAMThis benefit is effective after six months of employment. DISCOUNTED TICKETSOpportunity Home sells discounted tickets to Santikos Theaters and Fiesta Texas(during the summer months). GYM REIMBURSEMENT/WEIGHT LOSS PROGRAMOpportunity Home will reimburse up to $50 per month for an employee's membership in a gym or nationally recognized weight loss program.HOLIDAYSOpportunity Home furnishes employees with 13 paid holidays annually.Martin Luther King Day - JanuaryPresident's Day - FebruaryBattle of Flowers Day - AprilMemorial Day - MayJuneteenth - June4th of July - JulyLabor Day - SeptemberIndigenous People's Day - OctoberVeteran's Day - NovemberThanksgiving - NovemberFriday after Thanksgiving - November Christmas Eve Day - DecemberChristmas Day - December PAID TIME OFF (PTO)Years of Service Time earned0-3 years - 3 weeks, 4.62 hours accrued per pay periodOver 3 years - 4 weeks, 6.15 hours accrued per pay periodOver 9 years - 5 weeks, 7.69 hours accrued per pay periodA maximum of 440 hours of PTO can be held at any time. Once the maximum amount is reached, PTO will stop accruing until some PTO has been used.01 One (1) year of college or university with coursework in business, public administration, communication, or a related field. 02 What is the highest level of education you have completed?
- None
- GED
- HS Diploma
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- PhD
03 An additional two (2) years of related experience may be considered in lieu of educational requirements.
04 Two (2) years of work administrative and/or clerical experience analyzing and interpreting writtenmaterials, ability to write clear and concise reports and memoranda.
05 Do you have a valid driver's license?
06 Please briefly describe your administrative and clerical experience. Required Question