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.