Administrative Program Assistant
City of Fort Myers, FL - Fort Myers, FL

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Under the general direction of the Housing and Real Estate Manager, position is responsible for providing administrative support for the Housing and Real Estate Division management, and to the grant entitlement programs (State Housing Initiatives Partnership and Community Development Block Grant) with regard to budgets, documentation, data input, financial and annual reporting. This job has no supervisory responsibilities.

Responsible for performing routine office functions such as preparation and distribution of letters, memorandums and other correspondence and reports; answer phones; greet visitors; prioritize and distribute incoming mail; organize and maintain filing system. Responsible for preparing payroll; distributing payroll reports; maintaining attendance records. Responsible for assisting in the preparation of the annual department budget; responsible for monitoring balances and budget transfers; expenditures and revenues. Responsible for preparation of financial reports for submission to HUD (Housing and Urban Development). Responsible for all data input required for the Integrated Disbursement and Information System annual reporting (IDIS). Assist in program monitoring; prepare required documentation for programs and assist during fiscal audits. Participate in training programs and have understanding of regulations regarding how grant funds may be spent and on what income group, the national objectives, the annual plan, matrix codes, account strings, and how to conduct draws. Responsible for IDIS and DRGR project set-up, maintenance, draw-downs, and completion of quarterly and annual reports including the Consolidated Annual Performance Evaluation Report (CAPER). Responsible for all aspects of procurement; check requisitions; and reconciliation/tracking of procurement cards; ordering and maintaining essential supplies. Responsible for scheduling and attending meetings as requested; prepare agenda items; transcribe and distribute meeting minutes; follow-up on assignments delegated at meetings. Responsible for special projects as assigned. Performs other duties as assigned.

Minimum Requirements:
Associate’s degree in business management or related field. Three years experience in administrative duties or related work ; or an equivalent combination of education, experience, and/or training that provides the required knowledge, skills, and abilities. Background in accounting a plus. Must possess a valid Florida Driver’s License with an acceptable driving record. Requires high level of organizational skills. Excellent oral and written communication skills. Able to establish and maintain effective working relationships. Able to speak clearly and persuasively in positive and negative situations. Proficient in the use of word processing, spreadsheet, database and presentation software. Able to operate necessary equipment, including personal computer, calculator, copier, facsimile machine and other standard office equipment.

Supplemental Information:
Tasks involve sitting for long periods of time, standing, walking, kneeling, bending, crouching, reaching and performing other physical requirements commensurate with demands of the position. Manual dexterity to operate equipment in performance of duties. Must have good vision (corrective lenses acceptable); must be able to hear (hearing aids acceptable); must be able to speak (express or exchange of information by means of spoken words). May occasionally lift and/or carry/move up to 10 pounds. Contact with internal and external customers, vendors, outside agencies and the general public. May be required to work hours other than the regular schedule including nights, weekends, holidays and during emergencies.
DISCLAIMER: The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required and shall not be construed as a declaration of the specific duties, responsibilities and qualifications required of employees assigned to this classification.