Executive Secretary

Executive Secretary
Grade: 6

*
Department: Planning and Development*
Reports to: Deputy Executive Director of Development or Director of Planning/Construction
FLSA Status: Non-Exempt
Union: Teamsters Local

*
Summary*
The primary purpose of this position is to provide departmental support by performing a variety of clerical duties to support the daily operations of the department such as: answering phones, providing information to staff and the public, maintaining procedural functions within the department, and assisting with the compilation of correspondence, reports, and other documentation.

Duties are performed under the general supervision of a department head, or other appropriate supervisory personnel.

All activities must support the Cambridge Housing Authority’s (“CHA” or “Authority”) strategic goals and objectives and produce results that accomplish the goals of the assigned department.

*
Qualifications*
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

*_
Education and/or Experience_*
A high school diploma and at least 3 years prior work experience providing general clerical support required. An equivalent combination of education and experience may be considered.
Technical Skills
To perform this job successfully, an individual should have strong computer skills (MS Word, MS Excel, MS Access, and MS Outlook). Ability to learn other computer software programs may be required by assigned tasks.

*
Essential Duties and Responsibilities*
The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

*
Screens calls to determine nature of request; advises or refers to appropriate individual

• Greets and directs visitors to appropriate area; provides information regarding Authority services to residents, general public, and managerial and maintenance staff
• Assists with assembly of minutes for Board Meetings; maintains records of minutes
• Maintains filing system; assists with record-keeping
• Arranges meetings and appointments
• Drafts reports, exhibits, charts, and assists with minor research projects
• Takes dictation and transcribes correspondence and reports
• Interviews low-rent applicants, as needed; determines eligibility by contacting references, employers and landlords
• Prepares and processes purchase requisitions for office supplies and equipment
• Maintains confidentiality
• Assists in the preparation of construction and contract documents, including typing engineering and architectural specifications; assists in preparation of bid packages
• Assists in research and preparation of selected in-service training programs, as needed
• May supervise subordinate employees
• Performs other related duties as assigned

*
Competencies*
To perform the job successfully, an individual should demonstrate the following competencies:

*_
Behavioral Competencies_*
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; recognizes working colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

*_
Job Competencies_*

• Working knowledge of general departmental practices and procedures
• Proficiency in typing and dictation
• Ability to understand and follow verbal and written instructions
• Ability to communicate effectively with others, both verbally and in writing
• Ability to compose correspondence and reports
• Ability to operate general office equipment
• Ability to maintain confidentiality
• Ability to supervise and motivate others

*
Physical Demands*
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 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 the essential functions.

Office environment. The noise level in the work environment is usually moderate.

M-F, 8:30-5PM Flexible
37.5 per week

Job Type: Full-time