Philadelphia Housing Authority · 1 day ago
Administrative Officer - Executive Office
Philadelphia, PA
Full-time
Onsite
Senior Level
$62K/yr - $77K/yr
5+ years expPhiladelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia. The Administrative Officer in the Executive Office supports Senior Executives with a variety of administrative and office management functions, ensuring efficient workflow and effective communication.
GovernmentProperty DevelopmentProperty ManagementReal EstateRental Property
Hiring Manager
Robert Runowski, PHR
Responsibilities
Supports multiple Senior Executives, including the President & CEO, by maintaining calendars, setting appointments, maintaining reports, and managing meetings
Coordinates office services such as personnel, budget control, records control/retention and special management studies and ensures that the work flow is efficient
Identifies ways to improve workflow; simplifies reporting procedures and implements work saving methods
Obtains research information for PHA projects
Serves as supervisor’s designee at meetings when needed, ensuring consistent departmental communication is delivered to meeting attendees; may make commitments in accordance with the supervisor’s thinking if so authorized
Prepares presentations for supervisor
Presents departmental information to diverse audiences throughout the Authority, using a variety of mediums, including audio-visual aids
May supervise other office staff
Prepares executive reports, letters, memos, and correspondence for the department
Sets up and maintains departmental file system
Responds to inquiries, disseminates information and routes incoming calls to appropriate point of contact; follows up to ensure timely completion of delegated assignments
Drafts correspondence and related reports and into final format; assures conformity of office correspondence to established requirements
Conducts extensive clerical research and completes data for reports, questionnaires, and other documents; performs directed analysis; collects, assembles and verifies information, may have frequent contact with other organizational members and departments in the collection of data or the coordination of efforts that serve mutual interests and objectives
Monitors requisitions, ensures invoices are paid in a timely manner, coordinates activities related to both internal and external organizations, and maintains petty cash funds in accordance with established procedures
Maintains adequate supply closet levels and orders office supplies as needed
Receives and distributes incoming mail
Stays abreast of new trends and innovations in the field of office administration
Maintains absolute confidentiality of work-related issues and PHA information; AND
Performs related duties and responsibilities as assigned
Qualification
Required
Bachelor's Degree in Business or Public Administration or a related field
Five (5) years of administrative management support experience
Principles, methods and practices of public sector finance, budgeting and accounting
Research techniques, methods and procedures and report presentation
Standard computer operations and software applications
Records management principles; departmental records, reports, and documentation
Business English, spelling, punctuation and mathematics
Telephone etiquette and customer service protocol
General office practices and equipment
Coordinating and performing a variety of professional administrative support functions
Researching and preparing correspondence, agendas, reports and various types of documents
Interpreting specific rules, laws and policies and applying them in a variety of procedural situations
Solving practical problems and dealing with a variety of concrete variables in situations where only limited standards exist
Providing highly skilled administrative support to executive-level personnel
Organizing and maintaining departmental records and filing systems
Answering incoming calls and responding to public inquiries
Coordinating special projects in support of departmental operations
Interacting with people of different social, economic, and ethnic backgrounds
Establishing and maintaining effective working relationships with staff, PHA departments, employee groups, management, and the general public
Possession of a valid Pennsylvania driver's license may be required
Preferred
Experience in public housing or another State or Federal agency
Company
Philadelphia Housing Authority
The Philadelphia Housing Authority, also known as PHA, is the biggest landlord in Pennsylvania.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Makeeda Holley
Vice President of Resident Programs and Partnerships
Zachary McNeil, MSM
Vice Presidnet of Resident Programs and Partnerships
Recent News
The Express Tribune
2025-07-16
2024-05-20
2024-05-05
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