Executive Assistant and HR Generalist

JOB SUMMARY

Independently performs various high-level office secretarial and administrative functions; Sets appointments and manages the calendar for the Commissioners and Chief Executive Officer, provides routine clerical and office support by performing a combination of typing and clerical duties while managing office operations and work flow of administrative support staff.

This position also assists in the recommendation, development and implementation of human resources plans, programs, initiatives, services, policies, and procedures related to recruiting, hiring, training & development, compensation, benefits, performance management and employee and labor relations. Assists in the investigation of disciplinary and other employee relation matters and works with the Director of HR and General Counsel to successfully resolve employee grievances. Maintains current knowledge of laws and regulations related to human resources and assures that personnel practices and policies are in compliance with applicable laws and regulations. Help in the development and delivery of employee communications.

This position will work with various departments on assignments as determined by the Chief Executive Officer which may include, but is not limited to, Finance in the areas of invoice processing and general financial duties as assigned.

ESSENTIAL JOB FUNCTIONS

An employee in this class may be called upon to perform any and all tasks listed below. This list of examples does not include all of the tasks which the employee may be asked to perform.

1. Provide confidential administrative support to the Chief Executive Officer. Deal with extremely sensitive and confidential Human Resources data in a professional manner.

2. Manage the workflow of the office including obtaining necessary support from other administrative support staff.

3. Help determine the most efficient method of recruitment and assist PHA management with the selection process by providing advice and guidance on matters such as managing applicant flow, interviewing, selection, reference checks, background investigation, tests, and affirmative action practices.

4. Help assess the training needs of the organization; conduct or arrange for training on a variety of HR-related matters such as HR laws, supervision, sexual harassment, diversity, performance management, effective discipline, etc.; track training participation and maintain training records.

5. Review, evaluate, and implement benefit programs including insurance, retirement benefits, holidays, etc.; recommend changes in benefits based on analysis, current trends, or other indicators; provide information to management and employees regarding PHA benefits

6. Develop, recommend, implement, and maintain compensation system; oversee development and revision of position descriptions; make recommendations regarding employee classification per the FLSA and compensation changes, and reorganizations.

7. Coordinate the development, implementation, and administration of the performance management process and appraisal program, monitors completion of appraisals and reviews for consistency.

8. Perform investigations as necessary related to harassment complaints, policy violations and poor performance; advise supervisory personnel regarding grievances, leaves, Workers' Compensation, and disciplinary actions; review disciplinary actions for fairness and consistency; conduct exit interviews.

9. Assists in the administration of various human resources plans, programs and services for all company personnel; assists in development and implementation of human resources policies and procedures; uses knowledge of human resources laws and regulations to revise and maintains the PHA Employee Handbook.

10. Assists in the creation and evaluation of reports, decisions, and results of department in relation to established goals and objectives; recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.

11. Assist with request for bid and/or contract award and negotiate, develop, administer, and review contractual agreements to meet the needs of PHA's HR and Executive Office.

12. May prepare Board Reports and Resolutions for Procurement actions for the Executive Office and Human Resources Department, as requested.

13. Receive, review, and process purchasing requisitions from authorized personnel for necessary supplies within established financial limits. Ensure certain purchasing documents are completed properly and the terms and conditions of purchase are appropriate.

14. Accountable for consistent adherence to strong PHA standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of PHA materials, supplies, resources, and other assets.

15. Promote a positive work environment through building and maintaining a good relationship with employees and supervisors.

16. Process incoming mail and assist in the invoice processing.

17. Review expenditure reports, ensuring correct billing for Executive Office and other departments within the housing authority.

18. May be called to assist the Accounting Department in general functions and workflows.

19. Answer multi-line telephones, route calls, take messages and/or transfer to voice mail, and respond to or refer inquiries.

20. Greet visitors, clients, landlords, and staff, providing required assistance.

21. Draft /prepare, word process, copy and maintain information in finished form such documents as correspondence, work orders, memos, reports, forms, etc., using copier and computer software such as word processing and spreadsheet.

22. Assists with complex spreadsheets and in maintenance of a Human Resource database and organizational charts.

23. Input, retrieve, and output data utilizing a computer to access various software programs and systems.

24. Assemble data from records and prepare documents and reports for internal and external use.

25. Develop and implement work processes to improve workflow and output. Take the initiative to recommend and when appropriate implement administrative changes to maximize the efficiency of the Chief Executive Officer and Director of Human Resources.

26. Plan, manage and execute activities associated with agency wide staff training events, including negotiating with vendors, securing training space, meal planning (as appropriate), registration, and overall scheduling.

27. Assists in answering a variety of inquiries from internal and external customers providing interpretations and explanations of policies, practices and procedures related to the Executive Office and PHA in general.

28. Maintain filing and/or recordkeeping systems including a file for pending actions.

29. Maintain inventory of forms, applications, etc.

30. Maintain paper, toner, etc., and troubleshoot problems with printers, copiers, fax machines and other office machines.

31. Provide supervision and back-up assistance for other clerical positions and perform routine office support duties.

32. Train others in characteristic duties.

33. Maintain calendar for the vacation schedules of the Senior Staff Members.

34. Serve as supportive member for preparing agenda for meetings of Board of Commissioners, schedule commissioners, prepare board packets, distribute legal notices of regular or special meetings and notify those who are expected to attend, send meeting summaries in accordance with established procedures.

This should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required in this position. It is not intended to limit or in any way modify the right of any Supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level or difficulty.

MINIMUM QUALIFICATIONS EDUCATION AND EXPERIENCE

· Bachelor's Degree required, from an accredited college or university with concentration in accounting, business administration, Human Resource Management, or closely related field, Masters Preferred.

· AND 3-5 years' experience working at the Senior level of employment to include Managerial positions, Supervisory level positions, or Director level positions,

· OR an equivalent amount of education and experience totaling a minimum of seven (7) years.

· Valid driver's license in good standing; Eligible for coverage under the PHA fleet auto insurance.

KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of HUD, and other federal, state and local policies and regulations related to the operation of a public housing authority including, but not limited to procurement.

· Knowledge of the principles and practices of procurement as identified by HUD and other federal guidelines.

· Understanding and working knowledge of the Peoria Housing Authority ACOP

· Knowledge of the principles and practices of budgeting and budget administration

· Knowledge of report preparation techniques.

· Bilingual Applicants are encouraged to apply.

· Skilled in interviewing contractors, persistent in follow up on performance and in identifying problems and formulating solutions.

· Ability to interpret and apply insurance regulations as applicable to procurement policies.

· Ability to identify data to analyze for inclusions in report submissions.

· Ability to manage work through planning, organizing, delegating and checking for completion of routine work and special projects in order to meet organizational goals and deadlines.

· Ability to make mathematical computations quickly and accurately; maintain clear and accurate records; ability to compose reports and presentations for superiors and other parties to communicate ideas clearly.

· Ability to coordinate the work of departmental staff and delegate responsibilities effectively.

· Proficient in knowledge of administrative procedures and equipment with strong computer skills, including Outlook, PowerPoint, Excel, and Word.

· Excellent interpersonal skills communicating clearly, effectively, and concisely both orally and in writing.

· Ability to exercise judgment, tact and diplomacy; ability to develop and maintain effective working relationship with commissioners, associates, employees, consultants, vendors, representatives of other organizations, regulatory agencies and the general public.

· Strong work habits that include setting priorities and planning strategies; setting a positive example for other staff.

WORKENVIRONMENT

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 could be made to enable individuals with disabilities to perform the essential functions.

• Work is principally sedentary, but may involve some physical exertion, such as lifting to obtain files, records, and eye strain from working with computers and other office equipment.
• Must be able to simultaneously sit and/or stand for up to eight hours at a time while preforming work duties.
• Must be able to travel to Peoria Housing Authority's residential sites.
• Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress due to deadlines and/or interactions with PHA stakeholders.

EMPLOYMENT EXPECTATIONS

Every employee shall know and agree to adhere to the Peoria Housing Authority's Core Values. It will be the responsibility of the employee to practice these basic principles of service both inside and outside of the agency. Each employee will be held responsible for conducting their behavior in accordance with these values. An employee violating any of these values will be subject to appropriate disciplinary action, up to and including termination depending upon severity of the violation.

Applicant, current spouse, or anyone living in applicant's household cannot be a Housing Choice Voucher (formerly known as Section 8) Landlord.

Any applicant who accepts employment with the Peoria Housing Authority and owes money to the Peoria Housing Authority, must resolve the debt prior to start date of employment.

MARIJUANA

Although marijuana has been legalized under Illinois law, it is a Schedule I controlled substance and is illegal under Federal law. In accordance with the Drug Free Workplace Act of 1988, the Peoria Housing Authority, as a recipient of federal funds, must maintain a drug free workplace. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening or advises PHA that he/she uses any form of marijuana, shall be ineligible for employment with the Peoria Housing Authority.

EQUAL OPPORTUNITY EMPLOYER

Peoria Housing Authority is an Equal Opportunity Employer (EOE) that is committed to diversity and inclusion in the workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status, or any other characteristic protected under applicable federal, state, or local laws.

APPLICATION DEADLINE: Open until filled.

Submit letter of interest and resume to:

Shanda Green, Director of Human Resources, at: [email protected]

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Peoria, IL: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person