Overview

Under general supervision, the Housing Management Department Administrative Assistant performs a variety of complex and responsible administrative, clerical, customer service and program support duties for the Housing Management Department, which includes the Property Management, Maintenance and Housing Choice Voucher (HCV) Divisions.The position serves as a primary administrative resource for the Department and as the Department's public counter contact, greeting visitors and responding to inquiries from residents, applicants, vendors, contractors, community partners and members of the general public. The Administrative Assistant provides administrative support to the Director of Housing Management, Portfolio Managers, Senior Property Supervisors, Property Supervisors, Senior Maintenance Technicians, the HCV Manager and Senior HCV Specialists.The position requires a high degree of organization, attention to detail, confidentiality, professionalism and initiative, and the ability to manage multiple priorities while working with frequent interruptions and changing deadlines. This is a non-exempt, administrative support classification. Departmental Context The Administrative Assistant is a central administrative resource for the Housing Management Department, maintaining schedules, rosters, notice templates, filing systems and tracking documents relied upon by Property Management, Maintenance and HCV staff. The position supports accurate and timely administrative processes related to inspections, recertifications, delinquency follow-up, vendor and contractor coordination, resident communications and other regulated or time-sensitive activities. The position also manages counter, telephone and correspondence traffic, helping supervisory and program staff remain focused on their operational and resident-facing responsibilities. Supervision Received and ExercisedReceives general supervision from the Director of Housing Management. Work is reviewed for accuracy, completeness, timeliness and conformance with Agency procedures.Exercises no direct supervision over Agency staff.May provide work direction and training to temporary, student or extra-help staff as assigned. Public Counter and Customer Service Serves as a welcoming and professional first point of contact for the Housing Management Department, greeting residents, applicants, vendors, contractors, community partners and members of the public. Determines the nature of visitors' and callers' requests and directs them to the appropriate department, program, staff member or community resource. Answers, screens and directs telephone calls for the Department, and responds to general inquiries received by telephone, email, in person or through other Agency communication channels within established Agency guidelines. Provides general information and referrals to residents, applicants, members of the public and community service providers within established Agency guidelines. Maintains a professional, respectful and service-oriented approach when interacting with individuals who may be experiencing housing-related challenges and assists with or facilitates interpretation services as needed and within the scope of the position. Protects confidential resident, applicant, employee and Agency information at all times. Department Administrative, Program and Operational Support Provides administrative and clerical support to the Director of Housing Management and staff in the Property Management, Maintenance and HCV Divisions, including preparation, formatting, proofreading, distribution and maintenance of documents, forms, correspondence, notices, reports, spreadsheets and other materials. Provides calendar management and scheduling support, including appointments, property viewings, meetings, inspections and other departmental activities, and assists with meeting preparation, agendas, meeting materials, sign-in sheets, handouts and related documents. Assists with data entry, research, spe