Management assistant

SAN FRANCISCO HOUSING AUTHORITY CLASSIFICATION DESCRIPTION CLASSIFICATION

Management Assistant

DIVISION/DEPT.

AGENCY WIDE

UNION-STATUS

MEA

00908

NUMBER

6280

SCHEDULE

APPROVED

FLSA

EXEMPT

DATE

09/01/09

Director of Human Resources

POSITION SUMMARY To provide responsible administrative, professional and technical assistance in the development, administration and/or implementation of, Housing Authority programs. To provide highly responsible administrative staff assistance to assigned division director; and to assume responsibility for basic administrative systems such as developing and monitoring program budgets, administration of contracts, and monitoring and administering project grants.

SUPERVISION RECEIVED AND EXERCISED Receives direction from a division director.

May exercise indirect supervision over assigned supervisory, professional and clerical staff.

JOB FUNCTIONS AND ESSENTIAL DUTIES Duties may include, but are not limited to, the following: •

Provide responsible administrative, professional and technical assistance in the development, administration and/or implementation of Housing Authority programs.

•

Assist in formulating program policy, goals and procedures; collect and compile relevant data supporting recommendations.

•

Assist in the development of new program elements and program modifications as necessary to meet stated goals and objectives.

•

Monitor and coordinate the daily operation of assigned program area; perform administrative detail work and maintain appropriate records and statistics.

•

Provide highly responsible administrative staff assistance including conducting specific and comprehensive analyses of a wide range of Housing Authority policies involving organization, procedures, finance and services.

•

Conduct surveys and perform research and statistical analyses as requested; prepare related reports.

•

Compile materials and assist in the preparation of reports, manuals and publications.

•

Assist in basic office management functions.

SAN FRANCISCO HOUSING AUTHORITY CLASSIFICATION DESCRIPTION CLASSIFICATION DIVISION/DEPT.

Management Assistant AGENCY WIDE

NUMBER SCHEDULE

00908 6280

JOB DUTIES AND ESSENTIAL FUNCTIONS - CONTINUED •

Assist in the preparation of assigned program budgets; make budget recommendations relative to assigned program areas of responsibility; research past expenditures and project next year increases.

•

Monitor the budgets on a daily basis; review purchase requisition and ensure funds are available and that request is authorized.

•

Prepare grant proposals or lease agreements; monitor active grants or agreements to ensure that all stipulations and regulations are met; maintain appropriate records and documentation to satisfy any audit or legal requirements.

•

Prepare and administer Division contracts.

•

Represent assigned Division on various boards, commissions and committees as assigned.

•

Respond to complaints and requests for information from the public and Housing Authority personnel.

•

Perform related duties as assigned.

The above description is intended to describe the general nature and level of w ork being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications of employees assigned to this job.

KNOWLEDGE, SKILLS, AND ABILITIES KNOWLEDGE OF: •

Principles, practices and techniques of assigned program area of responsibility, including, but not limited to the areas of housing, contract administration, budgeting, grants and/or personnel.

•

Principles and practices of organization and public administration.

•

Applicable Federal, State and local laws and regulations.

•

Principles of community relations.

•

Budgetary systems and procedures.

•

Statistics and quantitative analytic techniques.

ABILITY TO: •

Perform a wide variety of administrative duties on behalf of a high level administrator with little or minimal supervision.

SAN FRANCISCO HOUSING AUTHORITY CLASSIFICATION DESCRIPTION CLASSIFICATION DIVISION/DEPT.

Management Assistant AGENCY WIDE

NUMBER SCHEDULE

00908 6280

KNOWLEDGE, SKILLS, AND ABILITIES – Continued: ABILITY TO: •

Analyze situations accurately and develop effective courses of action.

•

Prepare and administer program budgets.

•

Evaluate and develop improvements in operations, procedures, policies or methods.

•

Effectively administer assigned program responsibilities.

•

Communicate effectively, both orally and in writing.

•

Prepare clear and concise reports.

•

Establish and maintain effective working relationships with those contacted in the course of work.

EXPERIENCE, TRAINING, LICENSES OR CERTIFICATES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: •

Equivalent to a Bachelor's degree from an accredited college or university with major course work in business or a related field.

•

Three years of highly responsible administrative support experience with emphasis in budgeting, housing, contract management and/or grants.

•

Sensitivity to ethnically and culturally diverse individuals, communities, agencies and organization which comprise the constituency of the San Francisco Housing Authority.

•

Experience working with the ethnically and culturally diverse individuals, communities, agencies and organization which comprise the constituency of the San Francisco Housing Authority.

•

Possession of a valid CA driver’s license, and automobile insurability by the HA Insurance carrier.