Virtual assistant jobs in Philadelphia, PA - 996 jobs

Summary/objective Reporting to the Chief of Staff in the Philadelphia Housing Authority's Executive Office, the Administrative Officer performs a variety of complex professional administrative and office management functions, prepares correspondences, maintains departmental records and filing systems; conducts special projects; performs other related duties. Essential Job Functions: Supports multiple Senior Executives, including the President & CEO, by maintaining calendars, setting appointments, maintaining reports, and managing meetings; Coordinates office services such as personnel, budget control, records control/retention and special management studies and ensures that the work flow is efficient; Identifies ways to improve workflow; simplifies reporting procedures and implements work saving methods; Obtains research information for PHA projects; Serves as supervisor's designee at meetings when needed, ensuring consistent departmental communication is delivered to meeting attendees; may make commitments in accordance with the supervisor's thinking if so authorized; Prepares presentations for supervisor; Presents departmental information to diverse audiences throughout the Authority, using a variety of mediums, including audio-visual aids. May supervise other office staff; Prepares executive reports, letters, memos, and correspondence for the department; Sets up and maintains departmental file system; Responds to inquiries, disseminates information and routes incoming calls to appropriate point of contact; follows up to ensure timely completion of delegated assignments; Drafts correspondence and related reports and into final format; assures conformity of office correspondence to established requirements; Conducts extensive clerical research and completes data for reports, questionnaires, and other documents; performs directed analysis; collects, assembles and verifies information, may have frequent contact with other organizational members and departments in the collection of data or the coordination of efforts that serve mutual interests and objectives; Monitors requisitions, ensures invoices are paid in a timely manner, coordinates activities related to both internal and external organizations, and maintains petty cash funds in accordance with established procedures; Maintains adequate supply closet levels and orders office supplies as needed; Receives and distributes incoming mail; Stays abreast of new trends and innovations in the field of office administration; Maintains absolute confidentiality of work-related issues and PHA information; AND Performs related duties and responsibilities as assigned. Education, Training and Experience Guidelines: Bachelor's Degree in Business or Public Administration or a related field, AND five (5) years of administrative management support experience; OR an equivalent combination of education, training or experience. Experience in public housing or another State or Federal agency is preferred. Required Knowledge of: Principles, methods and practices of public sector finance, budgeting and accounting. Research techniques, methods and procedures and report presentation. Standard computer operations and software applications. Records management principles; departmental records, reports, and documentation. Business English, spelling, punctuation and mathematics. Telephone etiquette and customer service protocol. General office practices and equipment. Required Skill in: Coordinating and performing a variety of professional administrative support functions. Researching and preparing correspondence, agendas, reports and various types of documents. Interpreting specific rules, laws and policies and applying them in a variety of procedural situations. Solving practical problems and dealing with a variety of concrete variables in situations where only limited standards exist. Providing highly skilled administrative support to executive-level personnel. Organizing and maintaining departmental records and filing systems. Answering incoming calls and responding to public inquiries. Coordinating special projects in support of departmental operations. Interacting with people of different social, economic, and ethnic backgrounds. Establishing and maintaining effective working relationships with staff, PHA departments, employee groups, management, and the general public. Licenses, Regulations and/ or Certifications: Possession of a valid Pennsylvania driver's license may be required. Physical Job Requirements: Work is typically performed in a standard office environment. How to Apply: All applications will be accepted via PHA's Jobs Board at pha.phila.gov/jobs. About the Philadelphia Housing Authority (PHA) Established in 1937, and with an employment workforce of over 1,100, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia, Pennsylvania. Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants. PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic.