Location: San Antonio,TX, USA
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.Essential Duties + 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. 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 2
Behavioral Competencies This position requires the incumbent to exhibit the following behavioral skills
a. 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.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 3
Preferred 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 notice