Administrative AssistantCase Manager (NNC)

Jacksonville Housing Authority

Job Location:

Jacksonville, FL - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

JACKSONVILLE HOUSING AUTHORITY

POSITION

Job Title: NNC Case Manager/Administrative Assistant

FLSA Classification: Exempt

EEO Classification: Professional

Union Status: None

Reports to:Director of Resident Services

Job Description

Job Summary

Coordinate services such as obtaining office supplies and communicating with outside vendors for supplies/services. Conduct research to obtain information for use in preparing and analyzing reports. Provide general service coordination to PBV (Project Based Vouchers) clients to include intake education and referrals of residents to service providers in the residential community. Provide resources and coordinate providers to provide educational events which may include subject relating to health care agency support life skills referral sources etc. Monitor and serve as a liaison for ongoing provision of services from community agencies and keep the case management and provider agency current with the progress of the NNC and PBV clients. Meet yearly (minimally) with PBV participants to counsel them on areas of education employment credit and family needs to identify needs and barriers to self-sufficiency. Monitor and evaluate participant progress prepare progress reports maintain database information employment data and family composition changes. Maintain Brentwood Programing Notebook to include all programs informational flyers and sign-in sheets of attendees. Submit weekly service delivery reports for the Neighborhood Network Center. Performs a wide range of administrative clerical functions and general service coordination. Provides continued assistance to all clientele which includes but is not limited to maintaining files track incoming and outgoing correspondence data entry explaining and receiving documentation copying papers preparing folders and handle confidential documents appropriately.

Essential Job Functions

office services and assist supervisor and other staff with administrative functions.

Transmit orders and instructions for supervisor verbally or using Email.
Coordinate meetings by reserving meeting room preparing agenda and related documents and notify participants scheduled to attend meeting.
Prepare letters and reports in accordance with established procedures.
Receive calls and inquiries from residents staff and individuals outside the Authority and respond to or refer calls to appropriate staff.
Compose meeting minutes based on notes and recordings made during meetings.
Screen mail and calls for supervisor and staff.
Attend meetings as needed.
Maintain schedule for supervisor including receiving invitations sending appropriate responses designating type time and place of events and making travel arrangements as needed.
Maintain files in accordance with established procedures.
Assist RMC and RAB officers with basic administrative support.
Assist and participate in community events and tenant driven activities.

Resident Services Department and operational functions as needed.

Coordinate payroll operations by reviewing timesheets providing information updating records preparing reports order to assure that payroll checks and related information such as leave are correct.
Assist in budget preparation as needed.
Conduct research in order to obtain information for report preparation formulating future plans and for forecasting needs for the future.
Prepare periodic and special reports as needed.
Assist in division offices as needed for special projects or to fill in for someone who is out for a period of time.
Coordinate routine and special functions such as purchases of office supplies equipment and other items coordinating services from outside vendors and contractors etc. by communicating with outside vendors and individuals inside the organization.
Prepare mass mailings inviting new participants to the initial NNC orientation.
Prepares and distributes NNC information packets to new participants during orientation.

MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or G.E.D. Certification plus five (5) years of progressively responsible clerical experience which includes using computers and maintaining files or an equivalent combination of education and experience. Social services/case management experience/ knowledge is preferred. Experience involving dealing with the public using a computer or in public housing preferred.

Knowledge Skills and Abilities

Knowledge of the principles and practices of social work and employment counseling.
Knowledge of HUD and organizational regulations policies and procedures.
Knowledge of business grammar spelling arithmetic and vocabulary.
Knowledge of basic office equipment including computer fax telephone copier etc.
Knowledge of computer operation hardware and software.
Ability to counsel with low-income clients regarding employment and goals.
Ability to understand and follow oral and written instructions.
Ability to read understand and apply HUD and organizational rules policies procedures and instructions.
Ability to communicate orally and in writing.
Ability to instruct individuals on the operation of computers and basic office equipment.
Ability to establish and maintain effective working relationships with the residents
businesses and other organizations.
Ability to interact with clients businesses and educational institutions in obtaining and
providing information in a polite and efficient manner both in person and on the telephone.
Ability to use sound judgment in order to make decisions in accordance with established
procedures and guidelines.
Skilled in analyzing situations in order to identify problems and offer possible solutions.
Skill in communicating orally with clients businesses and other organizations in order to obtain and provide information.

Core Competencies

Commitment:Sets high standards of performance; pursues aggressive goals and work hard/smart to achieve them; strives for results and success conveys a sense of urgency and brings issues to closure; and 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; and 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; and listens effectively. Demonstrates clear understanding of NNC program and ability to highlight goals and benefits to residents.

Responsiveness and Accountability:Demonstrates a high level of conscientiousness; hold oneself personally responsible for ones own work; and 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

Adaptable/Flexible Skills: Ability to work additional hours if required and work with pressing deadlines and is task oriented. Proactively seeks work assignments when current assignments are completedtakes initiative.

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; moving about the office; attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) 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. The work is primarily conducted in an office environment with interaction with external/internal clients.

Other:Mustpossess a valid drivers license and be insurable by Jacksonville Housing.

Position Reports to	Director of Resident Services
Leadership Accountability	No
Supervisory Accountability	No
Organizational Accountability	No
Financial Accountability	No
Customer Accountability	Interfaces with customers internally and externally.

JHA is an Equal Opportunity Employer and a Drug-Free Workplace. A successful applicant will be required to pass a background check including but not limited to employment history criminal record and driving record and may be subject to a pre-employment drug screening.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed and some incumbents may perform some duties which are not listed and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

Certain servicemembers and veterans and the spouses and the family members of such service members and veterans receive preference and priority and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment and are encouraged to apply for positions being filled.

If claiming veterans preference you must attach a DD-214 (Member Form-4 copy) or military discharge papers or equivalent certification from the Department of Veterans Affairs listing military status dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable the additional forms as noted here: a candidate believes he or she was not afforded veterans preference he or she may file a written complaint within sixty (60) calendar days upon receipt of notification of the hiring decision requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans Preference Coordinator

11351 Ulmerton Road Suite 311

Largo FL 33778-1630

Email:

Required Experience:

Manager

JACKSONVILLE HOUSING AUTHORITYPOSITIONJob Title: NNC Case Manager/Administrative AssistantFLSA Classification: ExemptEEO Classification: ProfessionalUnion Status: NoneReports to:Director of Resident ServicesJob DescriptionJob SummaryCoordinate services such as obtaining office supplies and communica...