Administrative Specialist III - San Antonio, United States - San Antonio Hausing Authority

Description

Description

Under direction, is responsible for performing a wide variety of high-level professional administrative duties supporting the activities and services of the Equity, Diversity and Inclusion Department (EDI). May serve on a variety of committees in a support capacity. Supports Opportunity Homes San Antonio's mission, strategic goals, and objectives while producing results that accomplish the goals and objectives of the EDI department.

Examples of Duties

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

Maintains knowledge of diversity-related issues, legislation, and best practices.

Manages and leads the internal JEDI workgroup

Manages internal JEDI Cafe intranet page

Assist in the preparation of regularly scheduled reports

Act as the point of contact for internal and external clients

Assist with administrative responsibilities, including creation of community collaborations

and events, outreach for events and email distribution

Manages the department's calendar

Plan meetings and take detailed minutes

Oversees and/or participates in the coordination, supervision, and completion of special projects and/or events.

Communicates effectively verbally and in writing and demonstrates group communication skills.

Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.

Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.

Participate in initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to create awareness, foster, cultivate and preserve a culture of equity, diversity, and inclusion.

Recognize the significance of a data driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.

Other duties as assigned

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills

Values Driven | Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.

Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.

Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.

Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.

Teamwork | Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization's team building events.

Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

Education

Required

One (1) or more years of college with coursework in social work, business, public administration, communication, or a related field. An additional two (2) years of related experience may be considered in lieu of education requirements.

Experience

Required

One (1) year of experience in administrative and/or clerical work, or related; Experience w/Google Workspace and/or Microsoft office & cloud apps.

Must have the ability to learn and use cloud applications such as the Google GSuite applications to include but not limited to: Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets and Slides. Understanding document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud accessible applications to include but not limited to: One drive, Outlook, Word, Excel and Powerpoint or MAC or PC desktop equivalent is acceptable.

Successful completion of a criminal history background check, education, and work history verification, and drug screening test.

Preferred Education and Experience

Ability to learn cloud technologies such as LucidChart for diagram, workflow and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

License + Certificates

Required

Texas Class "C" driver's license at the time of placement

Must have the ability to earn certifications as required by assigned tasks.

Technical Skills

To perform this job successfully, the employee should have

Public speaking experience and strong presentation skills.

Must have the ability to think and work from both the macro and micro levels.

Strong communication skills, both written and verbal.

Keen attention to detail.

Ability to multi-task and shift direction easily.

Self-starting personality that can work well with limited direction.

Personal style that is easily adaptive to different cultures and styles of transacting business.

Excellent oral and written skills.

Unquestioned integrity.

Ability to work on collaborative projects.

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.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone.

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

Outside Environment

Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodation to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an "undue hardship" on the operation of the employer's business.

Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism and honesty, to merit the respect of our co-workers, clients, partners, vendors and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy and responsiveness.

Equal Employment Opportunity Statement

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.

SUMMARY OF BENEFITS
INSURANCE PLANS

HEALTH INSURANCE - BLUE CROSS/BLUE SHIELD HEALTH PLAN

This is a voluntary benefit for the employees. Employees can choose from two PPO medical plans (750 & Opportunity Home contributes between 78-85% of the cost. This is effective on the 1st day of the month following the date of hire.

DENTAL INSURANCE – BLUE CROSS/BLUE SHIELD DENTAL PLAN (BLUECARE DENTAL)

This is a voluntary benefit for employees. Opportunity Home contributes 50% of the cost. This is effective on the 1st day of the month following the date of hire.

VISION INSURANCE – HUMANA

This is a voluntary benefit for employees. Opportunity Home contributes one-third of the cost. This is effective on the 1st day of the month following the date of hire.

LIFE INSURANCE – (BLUE CROSS/BLUE SHIELD OF TEXAS)

Life insurance is furnished at no cost to the employee for the amount of one time the employee's annual salary rounded to the next thousand. Employees have the option to purchase additional life insurance at their own cost. This benefit is effective immediately. If additional life insurance is not elected during the first 30 days of employment, enrollment will be subject to the completion of an Evidence of Insurability form.

LONG TERM DISABILITY – (BLUE CROSS/BLUE SHIELD OF TEXAS)

Long-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.

SHORT TERM DISABILITY – (BLUE CROSS/BLUE SHIELD OF TEXAS)

Short-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.

VOLUNTARY ACCIDENT INSURANCE - (BLUE CROSS/BLUE SHIELD OF TEXAS)

This is a voluntary benefit for employees. This benefit pays for treatments, services, or injuries incurred, as a result of a covered accident.

VOLUNTARY CRITICAL ILLNESS - (BLUE CROSS/BLUE SHIELD OF TEXAS)

This is a voluntary benefit for employees. This benefit helps cover unplanned expenses when recovering from a critical illness.

LEGAL SERVICES - ARAG LEGAL SERVICES

This is a voluntary benefit for employees. This program offers employees convenient access to affordable legal services such as the preparation of Wills/Trusts; Debt Matters; Divorce; Identity Theft; Consumer Protection; Real Estate Matters; Document Preparation and Review, plus various other services.

RETIREMENT PLANS OPPORTUNITY HOME PENSION PLAN

This is a mandatory benefit. All employees are required to participate in the pension plan following one year of employment. Opportunity Home contributes 11% and the employee contributes 5% of the gross wages each payroll. This is effective the quarter (January, April, July, or October) following the employee's one-year anniversary.

457 DEFERRED COMPENSATION PLAN - (MISSION SQUARE)

This is a voluntary benefit. This is effective immediately upon receipt of an enrollment application. The minimum contribution is $10 per pay period. The maximum contribution is subject to IRS laws.

ADDITIONAL BENEFITS

FLEXIBLE SPENDING ACCOUNTS – MCGRIFF INSURANCE SERVICES

This is a voluntary benefit. Medical reimbursement and Dependent Care reimbursement accounts allow the employee to save money from their paycheck on a pre-tax basis. The amount that the employee elects to contribute is not subject to federal income tax, social security or Medicare.

FMLA / ADA ADMINISTRATION - ABSENCE MANAGEMENT (COMPSYCH)

This program provides employee leave administration services. Provides direct online tools and resources to employees. Employees/Supervisors deal directly with Intake Specialists who can answer questions, and provide consultation, eligibility, and guidance.

PAID PARENTAL LEAVE

Opportunity Home contributes 100% for six weeks of paid parental leave.

PTO DONATION

This is a voluntary program. All eligible employees will be allowed to donate PTO from their unused balance to their co-workers in need of PTO who have a major family medical emergency or a major disaster. Employees who would like to receive donated personal time from their co-workers must generally have a situation that meets the guidelines. Employees must be employed with Opportunity Home for a minimum of one year to be eligible to donate and/or receive donated personal time.

LIVONGO DIABETES MANAGEMENT (BCBS)

Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides escalated treatment options to minimize and delay the ongoing progression of this disease. Features include real time messaging on a connected blood glucose meter; certified diabetes educators; interventions when readings are out of range; test strips and lancets at no extra cost, and delivery at your door.

SMOKING CESSATION PROGRAM (BCBS)

Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides assistance with methods to learn how to quit smoking. Features include telephonic coaching via secure messaging; digital self-management with weekly online lessons; qualified staff, i.e. registered and licensed nurses, dietitians, exercise specialists, health educators, and mental health counselors.

EMPLOYEE ASSISTANCE PROGRAM – DEER OAKS

This is a free service provided to you, your dependents, and household members by Opportunity Home. The program offers a wide variety of counseling, referral, and consultation services. Opportunity Home contributes 100% for six counseling sessions per year and is available to both employees and their household family members. This is effective immediately upon employment.

TUITION REIMBURSEMENT PROGRAM

This benefit is effective after six months of employment.

DISCOUNTED TICKETS

Opportunity Home sells discounted tickets to Santikos Theaters and Fiesta Texas(during the summer months).

GYM REIMBURSEMENT/WEIGHT LOSS PROGRAM

Opportunity Home will reimburse up to $50 per month for an employee's membership in a gym or nationally recognized weight loss program.

HOLIDAYS

Opportunity Home furnishes employees with 13 paid holidays annually.

Martin Luther King Day – January

President's Day – February

Battle of Flowers Day – April

Memorial Day – May

Juneteenth - June

4th of July – July

Labor Day – September

Indigenous People's Day - October

Veteran's Day - November

Thanksgiving - November

Friday after Thanksgiving - November

Christmas Eve Day - December

Christmas Day - December

PAID TIME OFF (PTO)

Years of Service Time earned

0-3 years - 3 weeks, 4.62 hours accrued per pay period

Over 3 years - 4 weeks, 6.15 hours accrued per pay period

Over 9 years - 5 weeks, 7.69 hours accrued per pay period

A maximum of 440 hours of PTO can be held at any time. Once the maximum amount is reached, PTO will stop accruing until some PTO has been used. 01 Do you at least have one (1) or more years of college with coursework in social work, business, public administration, communication, or a related field? An additional two (2) years of related experience may be considered in lieu of education requirement.

Yes

No

02 Do you have at least one (1) year of experience in administrative and/or clerical work, or related?

Yes

No

03 Do you have a valid driver's license?

Yes

No

Required Question