Administrative Assistant II, Housing and Community Development - 3376

Career Purpose

This position is in Housing and Community Development’s Community Development Division (COM DEV). Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the office staff, and assists in the administration of the standard operating policies and procedures of the office.

COVID-19 VACCINATION:

Effective August 12, 2021, all applicants hired by the City of Lawton will be required to be fully vaccinated for COVID-19.  If the applicant is not fully vaccinated prior to their hiring date, the employee will have ninety (90) days to become fully vaccinated for COVID-19.  If the employee fails to become fully vaccinated within the ninety (90) days, it shall be grounds for termination.  Proof of vaccination will be required, and a copy placed in the employees medical file.

ESSENTIAL FUNCTIONS OF POSITION:

NOTE: Not all tasks are performed by like positions in all departments/divisions.

  • Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and department budget and expenditure records.
  • Answers in-coming calls and routes callers or provides information as required.
  • Reviews all incoming requests for payment from sub-recipients to ensure proper accounting of funds, recommends solutions to problems encountered, and drafts responses to sub-recipients with in their requests for payment. 
  • Inputs data into HUD’s IDIS system, reviews inputs, updates records, and downloads reports for analysis and for use in different reporting cycles throughout the year. 
  • Maintains a monthly track book of all budgetary expenditures for review by the Assistant Director and Grants & Fiscal Officer.  Reports any discrepancies noted.
  • Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate agencies or persons.
  • Completes the requisite paperwork required for the procurement of departmental materials and supplies.
  • Operates a variety of office machines including personal computers, printers, scanners, CDROMS, fax machines, postage machines, and copy machines.
  • Prepares and monitors various types of work orders, requisitions and invoices.
  • Receives, stamps, and distributes incoming mail, processes outgoing mail.
  • Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Inputs data to standard office and departmental forms; makes simple postings to accounts; compiles data for various reports.
  • Reviews office budget accounts and writes requisitions to arrange payments.
  • Plans conferences and training sessions; coordinates travel plans for office staff members.

OTHER DUTIES / RESPONSIBILITIES:

  • Prepares records such as notices, minutes, and resolutions.
  • Reviews, updates, and ensures accuracy of all briefings and handouts.
  • Monitors, maintains and updates Housing and Community Development’s Internet website.  Proposes modernization as necessary to keep the website timely, accurate, and easy to access for any level user. 
  • Interacts with local media to ensure coverage of special meetings or public hearings with the City Planning Commission or City Council.  Ensures timely delivery of public notices.
  • Affixes signatures and seals as directed by the Assistant Director or in accordance with standard office policy.
  • Acts as custodian of office documents and records.  Establishes and maintains filing systems, controls records and indexes using moderate independent judgment.
  • Maintains inventories and orders office supplies and materials, maintains copies of office personnel records.
  • Schedules appointments, and performs other administrative and clerical duties
  • Operates a motor vehicle to run errands and make distribution runs.

POSITION STANDARDS:

To perform this job satisfactorily, the individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

  • Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, computer skills training, accounting and bookkeeping, and two years of increasingly responsible related experience; or any equivalent combination of related education and experience.
  • Skill in the operation of the following tools and equipment: multi-line telephone system; computer terminal; personal computer including word processing, spreadsheet, graphics presentations, and database software; scanner; fax machine; copy machine; postage machine; calculator; cell phone.
  • Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
  • Ability to perform duties accurately; ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing.

ESSENTIAL PHYSICAL DEMANDS ON THE POSITION:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

INTERPERSONAL RELATIONSHIPS:

The personal contacts are typically with employees of different departments, external agencies, and the general public. The purpose of the contacts is to coordinate activities or answer questions requiring explanation or limited interpretation of standard procedures.  May involve some hostility leading to stressful situations.

SUPERVISION RECEIVED:

The employee is supervised by the Assistant Director for Housing and Community Development (HCD) who provides continuing or individual assignments by indicating generally what is to be done, limitations, quality and quantity expected, deadlines and priority of assignments.  The supervisor gives additional, specific instructions for new, difficult or unusual assignments.  The employee uses initiative in carrying out recurring assignments or tasks independently without specific instructions.  The supervisor assures that the work is technically accurate and in compliance with instructions or established procedures.

CITY OF LAWTON BENEFITS:

As an employee with the City of Lawton, you will receive various benefits in addition to your base salary.  Some of those benefits are:

  • Paid Vacation Yearly (after 6 months of employment)
  • 12 or 13 Paid Holidays (7 or 8 hard holidays and 5 flex days)
  • 96 hours of sick leave per year
  • Partial premium payment for Health Insurance through Blue Cross Blue Shield of Oklahoma
  • Health Saving Account (HSA) is available
  • Medical Flexible Spending Accounts available
  • Dental Insurance coverage through Blue Cross Blue Shield of Oklahoma is available
  • Vision Insurance coverage through Blue Cross Blue Shield utilizing the EYEMED network is available
  • Life Insurance and Accidental Death & Dismemberment Insurance provided
  • Many other Employee paid optional supplemental benefits
  • Retirement through Oklahoma Municipal Retirement Fund (OkMRF)
    • 3.5% Employee Defined Contribution Plan - 3.5% City match
    • 7 years 100% vested
  • Voluntary 457 Plans available through ICMA Retirement Corporation or Nationwide

ADDITIONAL INFORMATION:

First Application Review:

The first application review date will commence on September 20, 2021.  All applications received by that date will be reviewed. Those applications received after this date will be reviewed as needed. 

 

Notice:

The duties listed in this description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

Equal Opportunity Employer

The City of Lawton affords equal employment opportunity to all individuals regardless of race, color, national origin, sex, religion, age, disability status or genetic information. Persons selected for employment into any position must pass a drug test. Some positions may require passing an alcohol test. Previous employment and any additional experience will be subject to verification prior to employment processing. A driver’s license and driving record check will be conducted if driving is a job requirement. A post offer employment medical examination may be conducted prior to job placement.

Vacancy #
3376
Closing Date
Career Type
Full-time
Salary
$1,076.00 Bi-weekly
Hiring Organization
Housing and Community Development

How To Apply ?

Application Instructions

Note: You need to have Adobe Reader installed on your device to complete the application. Download and complete the attached application in Adobe Reader. Instructions to submit application is mentioned in the application form.