CAO Administrative Support Technician A13

Salary: $20.77 – $24.70 Hourly

Location : Saint Paul, MN

Job Type: Full-time

Job Number: 488

Department: Finance

Opening Date: 07/21/2023

Closing Date: 8/4/2023 4:30 PM Central

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over $45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:
The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits:
The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee’s salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.
Position Summary
Open Internally until July 28, 2023, at 4:30 Central time
Open Externally until August 4, 2023, at 4:30 Central time
Class Title:
Administrative Support TechnicianPosition Title:CAO Administrative Support Technician Accountable To:
Chief Financial Officer and Communications Manager Department:Finance and Executive Band:
AGrade:
1Subgrade:
3FLSA Status:
Non-Exempt

Class Summary: Incumbents perform a wide variety of office support activities which require routine decision-making and office experience Distinguishing Characteristics: The Administrative Support Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Professional, which is responsible for performing specialized activities related to the area assigned to.
Position Summary: This position is responsible for providing support to the administrative functions of the Finance Department. These responsibilities include scanning; digitally filing and organizing Department documents; filing physical copies of documents; and adhering to the Department’s document retention policy. This position is also responsible for sorting and delivering the Department’s physical mail; sending out checks, invoices, rent statements, and year-end tax forms; preparing physical copies of important Finance Department documents, such as the annual budget; coordinating the office supply needs of the Department and other staff; and performing any other duties as assigned.
Essential Duties Include
Duty:% Of TimeEssential Duty
Yes/NoPerformance
Standards

1. Scan, file, save and organize the Finance Department’s documents in the department’s document retention system. Maintain a coherent and logical file storage structure.

20%Yes

1. Understand and implement document retention policies in accordance with the Department of Housing and Urban Development, the Code of Federal Regulations, and the State of Minnesota.
2. Assist Finance Department and Housing Policy staff in drafting internal document retention policies.
3. All files are scanned or saved digitally in the department’s document retention system in a timely manner.
4. All record-keeping is done accurately, with no documents filed in error.
5. File storage structure maintains coherence and ease-of-use for Finance staff.
6. Assist the Executive Department with scanning as directed.

1. File and store physical copies of documents. Destroy physical documents outside of document retention period.

20%Yes

1. All files that are required to be maintained in their physical form are stored and filed in a logical, coherent manner that allows for their use. No documents are filed in error.
2. Documents outside of the document retention period for that file type of securely destroyed in a timely manner.

1. Mail routine items such as checks, invoices, rent statements and year-end tax forms.

20%Yes

1. All PHA forms and documents are done accurately and sent out in a timely manner.

1. Department support staff responsibilities.

15%Yes

1. Provide clerical support to the Chief Financial Officer, Assistant Controllers, and Accountants as directed.
2. Provide clerical support to the Executive Department as directed.
3. Assist in the Finance Department’s purchase order process.

1. Sort and deliver the Department’s mail. Send and receive of interoffice mail.

10%Yes

1. All mail and interoffice communications are delivered to the appropriate Finance Department staff in a timely manner.

1. Completes assigned reports and special projects in an accurate and timely manner.

10%Yes

1. Construct the physical copy of the annual budget book. Multiple copies of the budget book are compiled, printed, put in binders, and delivered to the CFO, Deputy Executive Director, and Executive Director in a timely manner.
2. Assist with assembling monthly Board packets.
3. Coordinate with administrative staff in other departments for travel and training arrangements.
4. Create, revise and update publications and newsletters as directed.

1. Coordinates the office supply needs of the Department and staff; assists in the selection, order processing, and distribution of supplies

5%Yes

1. Office supplies are monitored and replenished as necessary.
2. Monitor and order paper supplies from the storeroom as necessary.
3. Monitor and order printer cartridges and toners as needed for shared printers.
4. Assist the Executive Department with special print orders (i.e. business cards, mailing labels, publications, envelopes, etc.)

1. Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.

As required

1. Must travel to various PHA sites and other locations that are required by the nature of the work.

As required

1. Performs other duties of a similar nature or level.

As required
Qualifications
Required Qualifications Education: Graduation from high school or GED
Experience: 6 months of work experience in a clerical, customer service, general office, or relevant field.
Preferred Qualifications Experience: 1 year of general office experience.
Licensing Requirements (position requirements at entry):
None required.
Physical Requirements:
Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or (3) when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.) (For complete physical requirements see “Physical Demands Job Analyst” on file.)
Knowledge, Skills and Licensing
Knowledge (position requirements at entry):
Knowledge of:

• Customer service techniques;
• Professional etiquette;
• Basic record keeping practices;
• Word processing;
• Knowledge of general workplace policies and procedures.

Skills (position requirements at entry):
Skill in:

• Communication and interpersonal skills;
• Use of computer programs such as Microsoft Word, Excel, and other related software applications;
• Organizational skills;
• Ability to maintain files, records, and databases;
• Use of general office equipment such as computers, printers, and fax machines;
• Perform basic and routine mathematical calculations;
• Ability to work well with individuals from a wide range of diverse backgrounds and experiences;
• Ability to write in a clear and concise manner.

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee’s salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

01

Do you have a high school diploma or GED?

• Yes
• No

02

Do you have 6 months of work experience in a clerical, customer service, general office, or relevant field?

• Yes
• No

Required Question