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EMPLOYMENT OPPORTUNITY All San Francisco Housing Authority Employees and Qualified Residents of SFHA Public Housing and Section 8 are eligible to apply


Administrative Assistant Ombudsman, Finance, HR, EO, IT, Section 8 and/or Public Housing

May 8, 2012 May 14, 2012 or Until Filled $1,985 – $2,412 Bi-Weekly Regular/Permanent


GENERAL JOB DESCRIPTION Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of assigned department’s procedures and operational details; provides administrative support to management, supervisory, and departmental staff; composes and prepares correspondence using considerable judgment in content and style; provides assistance for a wide variety of assignments related to department projects and programs; and performs related work as required.

EXAMPLE OF DUTIES  Plans, organizes, and carries out administrative and office support assignments related to assigned area of responsibility.  Screens calls, visitors, and incoming mail; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.  Performs basic financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders.  Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff.  Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.  Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, legal documents, hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items.  Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.  Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.  Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff; inputs

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and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Coordinates and integrates department services and activities with other Authority departments and outside agencies. Operates a variety of standard office equipment. May act as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for committees and commissions. Performs other duties as assigned.

Observes and enforces San Francisco Housing Authority rules and regulations. This position is SEIU represented. MINIMUM QUALIFICATIONS Any combination of education, experience and training that would likely provide the required knowledge and skills. A typical way, but not the only way to obtain these would be: EDUCATION, EXPERIENCE AND LICENSURE

Requires an AA/AS degree. Bachelor’s degree preferred. Four (4) years of increasingly responsible office administrative or secretarial experience. Possession of a valid California driver’s license, and automobile insurability by the Authority’s insurance carrier.

Sensitivity to and experience working with ethnically and culturally diverse individuals, communities, agencies and organizations that comprise the constituency of the San Francisco Housing Authority. QUALIFICATIONS Knowledge of:  Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.  Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.  Business letter writing and the standard format for reports and correspondence.  Principles and practices of data collection and report preparation.  Computer applications related to the work, including word processing, database, and spreadsheet applications.  Business mathematics and basic statistical techniques.  Record keeping principles and procedures.  English usage, grammar, spelling, vocabulary, and punctuation.

 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Authority staff. Ability to:  Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision using tact and discretion.  Interpret, apply, and explain administrative and departmental policies and procedures.  Understand the organization and operation of the Authority and of outside agencies as necessary to assume assigned responsibilities.  Respond to and effectively prioritize multiple phone calls and other requests for service.  Compose correspondence and reports independently or from brief instructions.  Make accurate mathematical, financial, and statistical computations.  Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.  Establish and maintain a variety of filing, record-keeping, and tracking systems.  Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Operate modern office equipment including computer equipment and specialized software applications programs.  Use English effectively to communicate in person, over the telephone, and in writing.  Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.  Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

SELECTION PLAN Applicants meeting the minimum qualifications will be administered an examination that may consist of any combination of written, oral or other exercises or assessment procedures that evaluate, knowledge, skill, ability or qualifications. Applicants must pass each phase of the process to be placed on the ranking eligibility list that will be used to fill vacancies. The Authority may without notice, change or eliminate any particular assessment component or combination of components as the needs of the Agency dictate. Employment offers are contingent upon documentation of the right to work in the United States and a criminal record check.

HOW TO APPLY Applications are being accepted through the San Francisco Housing Authority’s by mail or in person at the Human Resources Department. Interested individuals should submit a SFHA Employment Application to the San Francisco Housing Authority’s Human Resources Department, 1815, Egbert Avenue, San Francisco, CA 94124. The employment application can be obtained at Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed San Francisco Housing Authority application.

Employees currently appointed in acting, temporary or term capacities must apply to be considered for a regular/permanent appointment. Pursuant to the MOU with SEIU Local 1021, if there are an insufficient number of qualified internal applicants by the closing date, a public recruitment may be initiated. Should this occur, qualified Authority employees who have applied will be considered with external applicants.

VERIFICATION OF EXPERIENCE AND/OR EDUCATION Applicants may be required to submit verification of (proof) of qualifying education and experience at any point in the application, examination or selection process.

REASONABLE ACCOMMODATION Persons with disabilities may request reasonable accommodations by contacting the Human Resources Department at (415) 715-3101. Persons requesting reasonable accommodations must do so within five (5) days after the invitation to the assessment process, to allow sufficient time to make arrangements.

EQUAL EMPLOYMENT OPPORTUNITY The SFHA does not discriminate on the basis of race, color, creed, national origin, gender, sexual orientation, political or religious affiliation, age, veteran status or disability in its employment practices or the provision of services.

Administrative Assistant  
Administrative Assistant  

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