Jobs Plus-Administrative Assistant
Jobs Plus Administrative Assistant
POSITION SUMMARY:
The Jobs Plus Administrative Assistant is a grant-funded position that is responsible assisting in the planning, development and management of the Selma Housing Authority’s (SHA) Jobs Plus Program. This position works closely with the Jobs Plus Program Director to manage the day-to-day operations of the Jobs Plus Program; supervises and leads assigned staff; coordinates, plans and provides technical assistance to all SHA resident employment efforts; aids in preparing program proposals, program performance outcomes, requests for proposals, and service contracts for various funding sources. Additionally, this position is responsible for community engagement efforts, collaboration with residents, and the design and implementation of the SHA Jobs Plus outreach strategy. This position is responsible for ensuring coordination and delivery of a broad range of employment and education-related services to low-income Public Housing participants through the Jobs Plus Program and performing a variety of professional and technical tasks in the assessment of participant needs, the coordination of support service providers, and for monitoring the provisions of program services. These tasks are to be performed at a level that supports the Agency’s efforts to achieve the highest rating on HUD’s evaluation systems. The duties listed below are illustrative of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.
MAJOR DUTIES AND RESPONSIBILITIES:
Undertakes and performs the following and other work-related duties as assigned:
- Responds courteously to calls, written requests, and e-mails from participants, service providers, and other authorized agencies and representatives to answer questions, and provide information and assistance as appropriate.
- Works with Agency staff and public and private community agencies to recruit participants for the Jobs Plus program.
- Assists Case Managers with assessments as needed.
- Attends advisory board meetings and maintains contact with community agencies for the provision of services and assists program staff in accessing appropriate public or private community agencies to obtain specialized types of assistance for program participants.
- Establishes and maintains effective relationships with participating community partners to assist in achieving program outcomes.
- Collects information and prepares reports regarding program participant demographic data that can be used in applying for grants or developing procedures and policies that better meet the needs of those served.
- Identifies, defines, and acquires/develops funding sources in both the private and public sectors to support existing and planned program activities.
- Prepares proposals and applications for funding/grants for resident services programs, and submits in a timely manner.
- Prepares, submits, and files regularly scheduled reports as required on program activities, accomplishments, and operational indicators in a timely and accurate manner with assistance from the Program Director.
- Develops and oversees the planning and coordination of resident training opportunities that promote self-sufficiency involving initiatives such as homeownership, financial literacy, budgeting, entrepreneurship, etc.
- Works with appropriate SHA staff to assure that facilities are available for on-site Jobs-Plus services and for service providers.
- Develops research, knowledge and tools that will enable the development and implementation of effective employment and economic self-sufficiency services.
- Utilizes and implements all relevant data tracking and reporting systems, and provides required reporting to grant funders with assistance from Program Director.
- Develops communication plans and establishes tracking processes to ensure completion of initiatives and work plans, which include linkage to employees’ performance evaluations.
- Provides evaluations to the Program Director or Administrative Staff as requested for supervised staff.
- Assists with day-to-day supervision of Case Managers, Job Developers, and Community Coaches and reports to Program Director about areas of concern or elevated issues as needed.
- Reviews detailed case management files on participants and reviews with Case Management Staff as needed to ensure files and processes are filed in accordance with Agency procedures and HUD regulations.
- Assists in organizing agenda, creating informational brochures/flyers, and conducting meetings to inform interested and/or selected participants about Jobs Plus program goals and objectives.
- Ensures privacy and maintains security of confidential materials pertaining to activities and participants.
- Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
