Administrative Specialist - Housing Services

Position Summary

The Administrative Support Specialist – Housing provides essential administrative, financial, data management, scheduling, and customer service support to ensure the department operates efficiently and meets agency, funder, and program requirements.

Key Responsibilities

- Administrative Support: Provide day-to-day administrative and clerical support, including correspondence, document preparation, and Microsoft Office/Outlook tasks. - Billing & Financial Support: Process accurate and timely data entry and basic-to-intermediate accounting functions. Identify discrepancies and report concerns to management. - Rent Collection: Collect resident rent payments, provide written receipts, and scan and process checks on a weekly basis. - Scheduling & Coordination: Manage calendars, schedule clients and meetings, and coordinate appointments accurately and efficiently. - Data Management: Enter and maintain accurate client and applicant information in department databases, including waitlists and related housing systems. - Records Management: Scan, copy, organize, and file client and department documentation while ensuring records are complete and meet agency and funder deadlines. - Audits & Compliance: Review client and employee files to ensure documentation and practices align with agency and funder requirements. - Reporting: Prepare and maintain routine reports, presentations, and other documentation required by the department and funders. - Project Support: Coordinate departmental projects and assist management with operational activities, including work orders, inspection calendars, and vacancy listings. - Customer Service: Deliver professional, responsive service to residents, clients, vendors, and staff. Answer phones, greet visitors, manage the front desk, and communicate with outside vendors as needed. - Additional Duties: Perform other duties and special projects as assigned.

Required Knowledge, Skills & Abilities

- Excellent written, verbal, and interpersonal communication skills. - Strong customer service and relationship-building skills. - Ability to maintain confidentiality and professional boundaries. - Ability to learn and follow contract, program, and funder requirements. - Strong organizational, analytical, and multitasking skills. - Ability to work proactively and independently while contributing effectively as part of a team. - Intermediate computer skills, including Microsoft Office, spreadsheets, word processing, formulas, tables, graphics, and document formatting. - Intermediate administrative and clerical skills, including reception, recordkeeping, and general office operations. - Strong English grammar and composition skills.

Agency Values

Advocacy • Collaboration • Compassion • Inclusion • Integration • Integrity • Quality • Respect

Job Requirements

- Associate degree in a related field or equivalent experience. - At least 2 years of administrative support experience. - Valid driver's license and current automobile insurance.

Essential Functions & Physical Demands

- Mobility: Driving as required by job duties; frequent to constant sitting; occasional standing and walking. - Physical: Frequent to constant reaching and handling; occasional bending, stooping, kneeling, crouching, balancing, and other routine office movements. - Sensory/Communication: Frequent to constant talking and use of near- and mid-range vision; occasional far vision, depth perception, and field-of-vision requirements.

Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.