Administrative Assistant - HUD (Philadelphia, PA)

Tommy Nobis System - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

Administrative and Support Services

About the position

The Administrative Assistant at Tommy Nobis Center provides essential administrative support to executive staff within the HUD office. This role involves managing office operations, including budgeting, personnel records, and payroll, while also handling various clerical tasks and ensuring efficient communication within the office. The position requires a high level of organization, attention to detail, and the ability to work independently on projects that may require research and preparation of documentation.

Responsibilities

• Provide general office support functions.
• Perform clerical support including receptionist duties, faxing, and filing.
• Coordinate travel arrangements for staff.
• Answer telephone calls and route them appropriately, taking messages as needed.
• Prepare documentation for government review, including presentations and reports.
• Monitor and manage multiple email inboxes, responding to urgent matters.
• Receive, inventory, and distribute mail and packages.
• Scan documents into the electronic filing system using Adobe Acrobat Pro.
• Set up equipment for video conferences and training sessions.
• Monitor office supply levels and recommend replenishment as needed.
• Ensure operation of office equipment and coordinate repairs as necessary.
• Operate various office equipment including copiers, fax machines, and printers.

Requirements

• 3-5 years of administrative experience in a related field.
• Associate's degree or equivalent from a two-year college or technical school; Bachelor's degree preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Good analytical and math skills.
• Ability to lift and handle packages weighing up to 50 pounds.

Nice-to-haves

• Experience with Adobe Acrobat Pro.
• Knowledge of OSHA safety requirements.
• Strong interpersonal skills and customer service orientation.

Benefits

• 403(b) matching
• AD&D insurance
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Employee assistance program
• Vision insurance
• Life insurance
• Paid sick time