Administrative Support Technician

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Open Externally until January 30, 2026, End of Day.

Position Title: Administrative Support

Department: Maintenance

Band: A

Grade: 1

Subgrade: 3

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: Incumbents perform a wide variety of office support activities which require routine decision making and office experience

Distinguishing Characteristics: The Administrative Support Technician is the second of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist which is responsible for performing specialized activities related to the area assigned to.

Position Summary: Incumbents are responsible for typing a wide variety of reports, forms, memos and correspondence; tracking a wide variety of data for preparing routine reports; maintaining filing systems; updating handbooks; and, receiving and processing a wide variety of forms and documents.

Duties:

• Type letters, memos, reports, and other documents related to departmental activities. Type, assemble, distribute, and mail forms, correspondence, and documents. Process invoices and purchase orders. Notarize documents where needed.
• Maintain filing, databases, and other record keeping systems for the department. Solicit current contact information, data, and documents from contractors, vendors and staff as needed to maintain current files and databases.
• Enter department data to maintain and update required reports, manuals, and databases.
• Additional Administrative Support duties include, but not limited to:

Additional Administrative Support duties include, but not limited to:

• A. Responsible for distribution of departmental mail, faxes, and similar documents.
• B. Receive and record messages for personnel.
• C. Schedule and confirm attendance at meetings and make space arrangements.
• D. Take and prepare minutes of departmental and staff meetings.
• E. Track deadlines for assignments given to Maintenance Contracts staff.
• F. Obtain current data from HUD, the Department of Labor and other agencies as needed to maintain databases.
• G. Coordinate servicing of office equipment and telephones.
• Coordinate office supply needs for department and other staff; assist in selection, process orders, and distribute supplies.
• Assist in the design and formatting of forms and documents.
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
• Must travel to various PHA sites and other locations that are required by the nature of the work.
• Performs other duties of a similar nature or level.

Requirements

Knowledge (position requirements at entry):

Knowledge of:

• Basic record keeping practices;
• English grammar and punctuation.

Skills (position requirements at entry):

Skill in:

• Using a computer and related software applications;
• Preparing clear and concise memos;
• Tracking and monitoring expenditures;
• Operating multiple phone lines;
• Filing;
• Using office equipment such as fax machines, telephones, printers, and copiers;
• Maintaining files, databases and records;
• Performing basic mathematical calculations;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications

• Education: Graduation from high school or GED
• Experience: 6 months of relevant experience such as administrative support, customer service, general office or relevant field.

Preferred Qualifications

• Experience: Additional 1 year or more relevant experience

Licensing Requirements (position requirements at entry)

• Valid Driver’s License and vehicle available for work is preferred

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or (3) when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)