Administrative Assistant Legal Compliance

Summary

The primary purpose of this position is to support the Director of Legal and Compliance by performing administrative duties such as research, drafting letters, file reviews, file audits, contacting external partners, creating contract documents and support the procurement functions, scanning and filing paper and digital documents, and other duties determined by the Director.

All activities must support the Housing Authority of the City of Fort Myers (“HACFM” or “Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.

The Administrative Assistant is responsible for:

• Answering departmental calls and inquiries
• Sending communications to external and internal customers
• Analyzing and gathering data to formulate letters, agreements, contracts, PO’s
• Maintain calendar, project updates and deadlines
• Greeting clients, visitors, and bookings of new appointments or travel
• Answering, screening, and directing phone calls to staff; taking messages and providing information
• Receiving mail, documents, packages, and courier delivers and routes to appropriate employees/departments
• Providing accurate information related to the legal and compliance department and Procurement
• Perform new vendor verifications and TIN checks with the IRS and enter into SACS
• Basic filing and recordkeeping
• Straightening and maintaining office space and maintaining legal case management software
• Performing research, logging inquiries, maintaining databases for compliance
• Any other duties assigned

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority; uses appropriate judgment & decision making in accordance with level of responsibility.

Initiative: Proactively seeks solutions to resolve unexpected challenges.  Actively assists others without formal/informal direction.  Possesses the capacity to learn and actively seeks developmental feedback.  Applies feedback for continued growth by mastering concepts needed to perform work.

Safety Awareness: Employee is cognizant of his/her surroundings.  Follows proper safety procedures and considers the safety of self and others.  Identifies, communicates, and assists in the correction of any safety concerns where appropriate.

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.

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 success of team above own interests; supports everyone's efforts to succeed.

Reliability: Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Authority expectations.  Performs work in a reliable manner that is both accurate and timely. Ensures a positive record of attendance.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Education and/or Experience

High School Diploma or equivalent required. 2-4 years clerical experience, executive level preferred, basic procurement experience and customer service and/or related experience. MS Office and SACS experience. 

Must possess a valid driver’s license and be insurable under the Authority’s plan.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

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; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 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.

Office environment. The noise level in the work environment is usually moderate.