Job Description

JOB SUMMARY:

Responsible for assisting the Division Director in such tasks as letter writing, scheduling, and reporting. Also responsible for division administrative duties. Must comply with confidentiality practices and procedures.

This position is considered safety-sensitive under the Oklahoma Medical Marijuana and Patient Protection Act.

DUTIES AND RESPONSIBILITIES:

• Receives and makes a record of incoming correspondence, reports, forms, and memoranda.
• Distributes incoming correspondence, reports, forms, and memoranda as delegated by the Division Director.
• Prepares routine correspondence as delegated by the Division Director.
• Prepares minutes f the Division’s Advisory Committee meetings.
• Enters data into the Captain System, housing counseling management system, rental income/expenses Excel spreadsheet, business loans – interest and principal spreadsheets. 
• Assists in the preparation of funding source reports/grants.
• Screens incoming calls.
• Types a variety of materials of varied complexity and is proficient in the use of a computer system/network.
• Sets up and maintains files pertinent to departmental Fiscal, Human Resources and general matters.
• Assists clients as assigned by the Division Director or on an as-needed basis.
• Maintains a monthly log of purchase orders utilized and funds expended.
• File legal documents as required.
• Maintains rental tenant monthly payments, expenses, and maintenance logs/reports.
• Assists with the administration of Homebuyer Education Workshops, Small Business and Financial Education Workshops.
• Assists with client follow-up for division programs, including, but not limited to, housing counseling clients, rental inquiries, testimonials/success stories. 
• Advertises rental properties as vacancies occur.
• Maintains the departmental procurement records system.
• Maintains a practice of strict confidentiality in all division matters.
• This position requires occasional travel to off-site locations. 
• Attends meetings, training, etc., as directed.
• Performs other related duties as required, requested, or assigned.

WORKING CONDITIONS:

Conduct work in a moderate-paced office environment with frequent interruptions. Possess strength and stamina to be able to remain in a seated position for up to 90 minutes at a time throughout the workday with a minimum of fatigue and discomfort. Possess visual acuity and stamina to work at a computer for at least part of each day with a minimum of fatigue and discomfort. Digital finger strength to handle moderate to heavy typing. Upper body strength to lift and carry file boxes weighing 30 pounds for 30 feet. Lower body strength to stand and walk throughout the workday. Environmental demands include an air-conditioned building with fluorescent lighting and exposure to a Computer Monitor.

QUALIFICATIONS REQUIRED:

• High School diploma plus four (4) years of full-time paid employment with increasing responsibility in office management. Additional schooling may be substituted for experience.
• Must be computer literate concerning word processing, spreadsheet, and database programs.
• Proper use of grammar, spelling, and punctuation.
• Ability to plan time and set punctuation.
• Ability to work with people of varied levels, including excellent use of tact and diplomacy.
• This position is considered safety-sensitive under the Oklahoma Medical Marijuana and Patient Protection Act.

The Community Action Agency of OKC/Oklahoma County was established in 1966, and initially was financed by the Economic Opportunity Act of 1964, which launched the nation’s “War on Poverty.” Eventually the funding was consolidated into the Community Services Block Grant (CSBG). The Community Services division was implemented early on, serving low-income residents of Oklahoma County. Early programs included implementing the Food Stamp program and offering a nutrition program for seniors at meal centers.Today the division has greatly expanded to offer legal assistance; tax assistance; summer youth programs; senior transportation to meal sites, medical appointments, and shopping; rent and mortgage assistance; and other community needs.HEAD STARTThe Agency’s first Head Start center opened its doors to 39 families in 1965. Within two years, nine new centers and 575 children entered Head Start in Oklahoma County. Today we have 26 Head Start classrooms in 15 public schools, and 98 Head Start classrooms total providing services to thousands of children in Oklahoma County.

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