Job Description

Confidential Assistant

This position is in the Competitive Class. The candidate will be hired provisionally and will have to take a NYS Civil Service Examination at a yet to be determined date and score in the top three to be considered for permanent appointment.

The position is Management/Confidential and will be covered by the Troy Housing Authority’s Non- Represented Policy. 2024 Salary Schedule – Management Confidential Grade M/C19 ($67,315 hiring rate to $85,066 Job Rate)

General Description of Duties:

• Performs a variety of highly responsible duties to relieve the administrator of a variety of secretarial and administrative details; plans, coordinates and organizes office and department activities and flow of communications for the administrator; maintains confidentiality of privileged and sensitive information.
• Maintains confidentiality regarding issues related to negotiations and collective bargaining matters.
• Inputs a wide variety of data into an assigned computer system; establishes and maintains automated files and records; creates queries and generate a variety of computerized lists and reports; assures timely distribution and receipt of a variety of records and reports; assures accuracy of input and output data.
• Receives, screens and routes telephone calls; greets and assists visitors; refers callers or visitors to appropriate staff members; takes and relay messages; responds to requests, complaints and questions from officials, staff and the public; receives, sorts and routes incoming correspondence; reviews and determines priority of incoming mail.
• Prepares Board reports and related information according to established procedures; assists with Board meeting preparation as assigned.
• Coordinates and schedules various appointments and meetings; makes travel arrangements as assigned; prepares and assures proper completion of reimbursement and mileage forms as assigned; maintains and coordinates the Executive Director’s calendar.
• Receives and addresses complaints accordingly utilizing knowledge of policies and general rules and regulations; interprets policies and regulations to officials, staff and the public.
• Answers inquiries and provides information on a wide range of technical and program matters for administrators, personnel and the public.
• Prepares and submits purchase orders and work orders as assigned; assists with preparing budget reports as assigned.
• Communicates with various personnel, departments and outside agencies to exchange information, coordinate activities and resolve issues or concerns.
• Composes correspondence independently on a variety of matters including those of a confidential nature; prepares, formats, edits, proofreads and revises written materials.
• Attends a variety of meetings as assigned; prepares related notices, reports, presentations and agendas as assigned; records and transcribes minutes; prepares and distributes minutes, updated records, statements, documents and reports to appropriate personnel as assigned.
• Operates and maintains a variety of office equipment including a copier, fax machine, computer and assigned software; arranges for equipment repairs as needed.
• Develops and implements office procedures to assure complete and timely operations; trains and provides work direction and guidance to assigned personnel as directed.
• Performs other duties and tasks as assigned.

Minimum Qualifications:

Possession of a Bachelor’s degree in Business Administration, Business Management or a related field;

OR

Possession of an Associates degree in a field as specified above, and at least two (2) years’ experience in secretarial duties and/or administrative support;

OR

Possession of a High School diploma or GED, and four (4) years’ experience as described above; OR An equivalent combination of college education and experience as described above, totaling four (4) years.

Interested candidates must submit an employment application to:

Selena Skiba, Director of Finance and Human Resources

Troy Housing Authority 1 Eddy’s Lane, Troy, NY 12180

Selena.skiba@troyhousing.org

(518)273-3600

APPLICATION:

TROY HOUSING AUTHORITY IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $67,315.00 - $85,066.00 per year

Experience:

• Microsoft Excel: 2 years (Required)
• Microsoft Powerpoint: 2 years (Required)

Ability to Commute:

• Troy, NY 12180 (Required)

Ability to Relocate:

• Troy, NY 12180: Relocate before starting work (Required)

Work Location: In person

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