Job Description:

The purpose of this position is to serve as the President’s administrative aid, responsible for a myriad of critical administrative tasks in support of the day-to-day operations of the Office of the Executive Office. This position will also provide support to the Commission, as assigned.

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.

• Works closely with the President/Executive Director to determine day to day operational priorities; serving as “gatekeeper”, managing schedule and access to ensure routine objectives are accomplished;

• Performs a broad range of administrative support tasks and serves as administrative liaison with internal staff and external stakeholders, including HOC residents, participants, county and state officials;

• Manages the activities of the Executive Office of the President; supervising subordinate staff, ensuring full coverage of all functions; prepares and monitors office budget and expenditures, implementing appropriate financial controls.

• Manages a very active calendar; researching and preparing required materials for meetings and conferences; ensuring that the executive has adequate time to review such documents and be able to modify, if necessary;

• Assists in developing new or modified administrative procedures necessary for the management of the Executive Office;

• Assists in developing objectives and tasks to support the goals of the Office of the President/ Executive Director;

• Works collaboratively with the Board liaison and provides administrative support to the Board of Commissioners as required;

• Evaluates and advises on the organization, methods, and procedures for providing administrative support systems such as administrative program procedures, regulations, and objectives;

• Follows through on major and significant projects to assure that sufficient staff preparation is done before matters are referred to the President/Executive Director; monitors and evaluates progress on projects and makes appropriate adjustments to project plans as required; and initiates and implements controls to assure that activities meet target dates;

• Prepares various types of presentations using electronic and print media, specifically in developing MS PowerPoint presentations;

• Completes and follows through on the resolution of administrative problems after decisions have been made to their solutions; prepares requests or reports and correspondence where information must be obtained from a variety of sources;

• Identifies resources needed such as staff, funding, equipment, and/or facilities required to support varied levels of administrative support functions;

• Prepares letters, memoranda or internal reports on a variety of subjects in response to specific questions asked by the public, members of the media, departmental officials and employees;

• Researches and provides all necessary supporting background information to assist the Executive Director in the development of reports, confidential administrative correspondence and/or any complaints or inquiries;

• Makes arrangements for the Executive Director and keeps him/her informed of meetings, events and engagements; handles all related details, and matters of a sensitive nature; adheres to Office protocol at all times;

• Attends and participates in various meetings as required;

• Performs other related duties as assigned.

Preferred Skills:

• In-depth knowledge of the mission, policies, procedures, goals, objectives, operational entities, requirements and activities as they apply to the assigned organizational entity in the HOCMC
• Knowledge of administrative procedures and processes; and the ability to analyze and evaluate a variety of executive/administrative information materials and logically deduct and present conclusions
• Skill in inter-personal relationships with emphasis on those areas where coordination of group effort is the goal
• Ability to establish and maintain effective working relationships with associates, administrative staff, officials, groups, and the general public

• Ability to communicate effectively both orally in written formats in order to effectively prepare reports, correspondence and relate to various levels of management officials, the public and staff.

• Ability to perform work in a confidentially, ethical and professional manner

Education and/or Experience:

Bachelor's degree from an accredited college or university and at least five (5) years experience in executive/administrative support or analytical work.   Other equivalent combination of education and experience which meet the minimum qualifications requirement may be substituted.

Technical Skills:

To perform this job successfully, an individual must have personal computer skills using computer software including MS Word, Outlook, Excel and Access; and must be able to learn other computer software programs as required by assigned tasks.

Supervisory Controls:

The President/Executive Director provides administrative direction and outlines scope of work for the incumbent.  The President/Executive Director together with the incumbent, develop priorities and deadlines.  The incumbent is responsible for planning and carrying out assignments, resolving most conflicts that arise; coordinating the work with others, as necessary and interpreting guidelines.  The incumbent keeps the President/Executive Director informed of the status of the work and any controversial matters.

The work is reviewed in terms of successful completion of work, compliance with governing requirements, and attainment of expected results.

Guidelines:

Guidelines include instructions; administrative procedures and practices; HOCMC policies and procedures and federal laws and regulations, and other governing requirements. The incumbent uses judgment in interpreting guidelines and in deviating from traditional methods to develop applications when guidelines do not cover specific situations.

Complexity:

The work requires a high degree of judgment to achieve maximum results in order to comply with a complex set of requirements.  Advisory recommendations include action plan items designed to eliminate duplication and underlying administrative problems.

The incumbent’s actions must always take into account the desired objectives set forth by the President/Executive Director.

Scope and Effect:

The purpose of the work is to provide administrative support to the President/Executive Director to relieve him/her of administrative work in order to concentrate on managerial/official issues confronting the HOCMC.

Personal Contacts:

Personal contacts are with high-ranking officials within and outside HOCMC, Commissioners, the media, the business community, representatives of organizations, employees throughout HOCMC, tenants of HOCMC housing, advocacy groups, and the general public.

 Purpose of Contacts:

Personal contacts are to solve problems; to exchange and clarify information and to coordinate program activities.

Physical Demands:

The work requires no unusual 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 sit and talk or listen. The employee is occasionally required to stand and walk and carry light weight objects, reports, etc.

Work Environment:

The work is performed in an office setting, training rooms, meeting rooms, etc.  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.

An equivalent combination of education and experience may be accepted. Low income residents in Montgomery County with the above qualifications are encouraged to apply.

HOC is an equal opportunity employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity, gender reassignment, citizenship, immigration status, protected veteran status, or any other basis prohibited under applicable federal, state or local law. HOC promotes a drug-free workplace.

HOC conducts criminal background checks, employment reference checks, and where applicable, reviews driving records in determining suitability for employment. Selected applicants will be required to submit to pre-employment drug and alcohol screening. Employment is contingent upon drug and alcohol test results.