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.

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.