SENIOR ADMINISTRATIVE ASSISTANT
Description
Position Summary
The Public Housing Senior Administrative Assistant provides advanced administrative, operational, and program support to the Property Management and Maintenance teams. This position ensures efficient coordination of daily office functions, assists in program documentation and compliance tracking, and supports departmental initiatives that promote high-quality service delivery and HUD compliance. The Senior Administrative Assistant acts as a key liaison between internal departments, residents, staff, and external partners.
Essential Duties and Responsibilities
Administrative and Clerical Support
- Manage calendars, schedule meetings, and coordinate logistics for departmental leadership.
- Prepare correspondence, reports, agendas, minutes, and other documents related to Public Housing operations.
- Maintain organized filing systems (both electronic and physical) for contracts, tenant files, landlord documentation, and compliance records.
- Assist in the preparation and submission of HUD-required reports and monthly board reports, audits, and data verification requests.
Program Coordination
- Track and process documentation for annual recertifications, new admissions, transfers, and maintenance work orders.
- Coordinate with Property Managers, Housing Specialists, Maintenance supervisors, and external vendors to ensure timely completion of eligibility and lease-up actions.
- Monitor task lists, workflows, and timelines to ensure deadlines are met across both programs.
- Support public communications such as notices, mailings, and resident updates.
Financial and Procurement Support
- Process purchase orders, invoices, and payment requests in compliance with procurement policy.
- Assist with budget monitoring, grant tracking, and expense reconciliation as directed.
- Coordinate vendor and contractor communications related to housing operations or resident services.
Customer Service and Stakeholder Communication
- Respond to resident, landlord, and public inquiries regarding housing program policies and procedures.
- Provide information, forms, and referrals to appropriate departments or community resources.
- Support community engagement activities and public meetings as assigned.
Compliance and Quality Control
- Maintain confidentiality and data integrity in all administrative processes.
- Support compliance reviews and internal audits by gathering and organizing documentation.
- Ensure records align with HUD, agency, and Fair Housing requirements.
Supervisory Responsibilities
N/A
Minimum Qualifications: An equivalent combination of education, training, and experience may be considered.
- Education: Associate degree in Business Administration, Public Administration, or related field (Bachelor’s preferred).
- Knowledge of:
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- HUD regulations related to Public Housing and Housing Choice Voucher programs.
- Office management principles, procurement practices, and records management.
- Microsoft Office Suite, Yardi or similar housing management software.
Experience
· Minimum of three (3) years of administrative experience, preferably in a public housing authority, government agency, or nonprofit housing organization.
Preferred Qualifications
- Experience working with Yardi or similar property management or housing software.
- Experience working in affordable housing, public housing, Housing Choice Voucher (Section 8), or government programs.
Knowledge, Skills, and Abilities
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- High attention to detail and ability to maintain confidentiality.
- Professional demeanor when interacting with diverse stakeholders.
Technology Proficiency
- Microsoft Office Suite (Word, Excel, Outlook)
- Microsoft Teams
- Yardi or similar housing/property management software
- Multi-line telephone systems
- Data entry and customer relationship management systems
- Internet research and web-based applications
- Basic office equipment including copier, scanner, and printer
Core Competencies
- Time management
- Customer Focus
- Professionalism
- Communication
- Accountability
- Teamwork and Collaboration
- Problem Solving
- Adaptability
- Time Management
- Attention to Detail
- Integrity and Confidentiality
- Dependability
- Conflict Resolution
- Service Excellence
Working Conditions
- Standard office environment with occasional travel to housing sites or public meetings.
- Must be able to sit, stand, and use office equipment for extended periods.
- Work is primarily performed in an office environment.
- Frequent interaction with residents, applicants, landlords, vendors, and the general public.
- Regular exposure to individuals experiencing stressful or emotional situations.
- Requires prolonged periods of sitting and computer use.
- High-volume call environment with frequent interruptions and changing priorities.
- Occasional overtime may be required to meet operational needs.
Physical Requirements
- Ability to sit for extended periods while answering telephone calls and utilizing a computer.
- Frequent use of hands and fingers for keyboarding and data entry.
- Ability to communicate effectively in person and over the telephone.
- Ability to read computer screens and printed documents.
- Occasionally lift and carry office materials weighing up to 20 pounds.
- Ability to bend, reach, stoop, and move throughout the office as needed.
- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Disclaimer: This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify or assign other duties as organizational needs require.