Federal Programs Coordinator

Job Details

The Virgin Islands Housing Finance Authority | St. Croix District

Description

The Federal Programs Coordinator performs a full range of highly responsible administrative duties to support the programs and activities of the Federal Programs Division.

Essential Functions

⇨ Performs various administrative/clerical duties in support of division operations including composing, typing, copying and filing correspondence, memoranda, letters and documents, preparing mailings/transmittals and sorting and distributing incoming mail.
⇨ Serves as receptionist for the Federal Programs Division. Greets clients, ascertains nature of business and directs to appropriate area; answers telephone, responds to callers’ routine questions, routes calls as appropriate, takes messages and initiates telephone calls as requested.
⇨ Establishes and maintains office files.
⇨ Schedules and arranges meetings and conferences to include notifying interested parties, preparing agenda, taking minutes, and coordinating with Executive Administrative Assistant or Human Resources Division, as appropriate, to arrange travel/training for division staff.
⇨ Maintains calendar for Federal Programs Director to ensure no scheduling conflicts and to keep abreast of deadlines.
⇨ Gathers data and compiles information from program managers necessary to assist Division Director with the preparation of the divisional monthly report and other reports.
⇨ Conducts periodic inventory of office supplies and prepares requisitions for supplies, assesses equipment and requests repair and maintenance services as needed through agency channels.
⇨ Attends internal and external meetings as assigned and takes minutes/notes upon request.
⇨ Helps division staff facilitate public hearings and other meetings as required by the Citizen Participation Plan to obtain the input of stakeholders and the public in general relative to assessment of the needs of the Territory with regards to community development, housing, and homelessness.
⇨ Completes other technical assignments as assigned.

Education, Experience, and Skills Required

⇨ Education: Bachelor’s Degree in Business Administration or related field desirable
⇨ Experience: Minimum of 3 years’ experience in office management/administration, preferably in a public agency. Two years of executive secretarial or business school is preferred, with a certificate of completion desirable. Equivalent combination of education and experience may be substituted.
⇨ Knowledge, Skills and Abilities: Computer literate to include Microsoft Word, Teams, Excel, Power Point, Outlook, SharePoint and desktop publishing; Excellent secretarial skills and knowledge of current standard office procedures; Ability to type at least 50 wpm; Working knowledge of public agency organizations and functions; Ability to exercise considerable initiative, independent judgment and discretion in performing duties, including confidential matters; Ability to work well under pressure managing multiple assignments simultaneously; Excellent oral and written communications skills; Ability to be flexible; Ability to work collaboratively in a team-oriented environment; Ability to maintain confidentiality in all assignments; Knowledge of standard business practices and office protocol; Ability to properly use all standard office equipment; Excellent phone etiquette and customer service skills; Ability to use diplomacy and discretion in disseminating information; Ability to provide exceptional customer service; valid Virgin Islands Driver’s License

Salary

Salary: $33,280.00 - $47,840.00 per annum depending upon qualifications