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Executive Assistant to the Executive Director

THE HOUSING AUTHORITY OF THE COUNTY OF SANTA BARBARA ANNOUNCES AN OPEN RECRUITMENT FOR THE POSITION OF:

Job Title: Executive Assistant to the Executive Director
Location: Lompoc Administrative Office
Pay: $36.70 - $44.05 per hour, Full-Time, 78 hours biweekly. Benefits eligible.
Closing Date: Wednesday, June 7, 2023 at 4:00 PM

SUMMARY: Under limited supervision, performs a wide variety of responsible, confidential, and complex administrative duties in support of the Housing Authority of the County of Santa Barbara and affiliate non-profits, the executive director, and board of commissioners. Coordinates, implements, and monitors special programs and projects. Acts as the first point of contact for the executive director and board members, other departments, and the public to resolve issues and concerns. Provide information to others requiring considerable knowledge of Agency services, policies, and procedures. Manage the office administrative functions of the office of the executive director. Serves as clerk of the board. Job duties require public contact, the use of tact, discretion, and independent judgment; thorough knowledge of Agency programs, projects and activities, and the ability to complete projects independently.

SUPERVISION RECEIVED:

Receives limited direction and supervision from the executive director.

ESSENTIAL FUNCTIONS - Essential and other important responsibilities and duties may include, but are not limited to the following:

  1. Coordinates and facilitates the executive director's calendar; arranges appointments, meetings, and conferences; makes travel arrangements and processes travel reimbursements; plans and coordinates large events and meetings.
  2. Relieves the executive director of certain administrative matters by reading and screening incoming correspondence and reports, making preliminary assessments of the importance of materials, organizing documents and handling some matters personally by making referrals to appropriate staff and keeping informed of pertinent activities and deadlines; researches, compiles
    and processes information including confidential and sensitive information; briefs the executive director regarding content of referrals, correspondence and reports.
  3. Drafts and produces a wide variety of finished documents from notes, printed materials or brief instructions using Word and other Microsoft Office products; initiates correspondence
    independently for the executive director's signature; articulates the executive director's vision and directives by matching tone and content with the executive director's intended message in oral and written communications; reviews finished materials for completeness, accuracy, format compliance with policies and procedures, and appropriate English usage; develops presentations and reviews presentation materials (slides, graphs, letters and reports) for proper layout and flow.
  4. Serves as clerk of the board and provides administrative support for board meetings. Schedules meetings, prepares agendas, issues public notices, assembles and distributes packets, attends
    meetings, takes and transcribes meeting minutes. Maintains official meeting records, the resolution index, ordinances, contracts, bonds, and other official files and documents. Ensures
    that records with the State of California or other governing agencies are current.
  5. Coordinates the processing of public records requests; ensures compliance with the Public Records Act and the Brown Act. Reviews and monitors legal requests for records. Ensures that
    all public records are open to inspection at all times during office hours and that every person's right to inspect any public record of the Agency is upheld. Responsible for official agencywide records retention and disposal schedule.
  6. Coordinates furniture purchases at new housing developments, including but not limited to community common areas, apartment furnishings, and housing management offices.
  7. May supervise, train, review and evaluate the work of office support staff.

Qualifications:

Knowledge of: 

  • Principles, practices, and procedures related to public agency records retention and clerk of the board functions
  • Organization and function of public agencies, including the role of appointed commissions, committees, and boards
  • Records management principles and practices, including legal requirements for recording, retention, storage, and disclosure
  • Applicable federal, state, and local laws and Agency resolutions, policies, and procedures relevant to assigned area of responsibility
  • Principles and practices of research, data collection, and report preparation.
  • English usage, spelling, vocabulary, grammar, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Agency staff.

Ability to: 

  • Write clear and concise reports and correspondence; compose correspondence from brief or minimal directions to specific situations; proofread and detect errors in spelling, grammar, syntax and punctuation.
  • Effectively represent the department and the Agency in meetings with other staff, outside agencies, community groups, and the public.
  • Listen attentively to obtain and relay key information; organize and articulate information; speak clearly and concisely; identify problems, solve them, act decisively and show good judgement; take action without being prompted; take personal responsibility for actions.
  • Anticipate and meet the needs of the executive director, maintain confidentiality, work effectively in spite of changes in priorities and unanticipated problems/solutions.
  • Multitask, establish, communicate and model performance and behavior standards and hold self and staff accountable for meeting those standards.
  • Deal diplomatically with customers and staff; work well under stressful circumstances and pressing deadlines; interact effectively with various levels of management staff within and outside the agency.

Experience and Training Guidelines - Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education and Experience:

An associate degree in business, English, liberal studies, or related field; and experience performing increasingly responsible and confidential clerical and administrative tasks with reporting responsibility to a department director, including four (4) years of experience providing administrative support to a committee, board, and/or commission

License or Certificate: California Class C Driver's License.

Physical Demands - Prolonged periods sitting at a desk and working on a computer; must be able to lift and carry up to 25 lbs. Must be able to work a variety of hours in order to accommodate meetings and events

Environmental Elements- Primarily indoors and in a climate-controlled environment and occasionally outdoors with exposure to weather conditions. Moderate noise with exposure to talking,
music, telephones, printers, and interruptions. Working in a confined area with or without windows; exposure to florescent lights and computer screen for an extended period. If working remotely,
appropriate office space must be available and must have a reliable internet connection. Occasional travel via automobile or air. Public contact.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties,
responsibilities and activities may change at any time with or without notice.

The Housing Authority of the County of Santa Barbara makes reasonable accommodation to the known physical or mental disabilities of otherwise qualified applicants or employees with handicaps, unless such accommodations would impose an undue hardship of the operation of Surf Development's programs.

APPLICATION PROCEDURE
Submit a resume by email and submit an online employment application using this link. All resumes and on-line applications must be received by 4:00 PM on the closing date posted at the top of this announcement.

AN EQUAL OPPORTUNITY EMPLOYER