Administrative Assistant
GENERAL SUMMARY
Responsible for general administrative duties which include a variety of complex department support functions. Responsible for maintaining Intake and Moves Department systems. Reports to the Housing Choice Voucher Program (HCVP) Leasing Manager and/or Supervisor and/or Assistant Team Leader.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Retrieve all temporary folders from Move personnel and prepare affordability sheets in preparation for upcoming mass move appointments. Prepare briefing room for clients and/or conduct briefings. Assist clients with signing and understanding their voucher paperwork given to them at the briefing.
After briefing work consists of placing payment holds on the files of clients that attended the briefing. Temporary files are to be filed and labeled correctly in the designated area.
Receive 2x fail inspection reports from Inspections Department and schedule clients for briefings within the allotted time.
Schedule and assist clients with voucher extension requests as needed.
Establish and maintain systems to contact and schedule client or landlord actions (i.e., emergency move requests, voucher extension appointments).
Compose routine correspondence including letters, emails and daily notes in computer database.
Develop and manage departmental filing system including purging files. Temporary files need to be purged weekly and files with issues need to be resolved (i.e., termination notice, expired vouchers).
Maintain various systems, records, files, reports and documents in an accurate and timely manner.
Receive complaints from Client’s residents and the general public, resolve them or make referrals to appropriate individuals.
Perform general clerical duties inclusive of typing, filing, computer data entry, and the operation of general office equipment.
Perform other duties as assigned and/or required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of laws, regulations and policies governing Client’s Voucher programs.
Knowledge of HUD Housing Quality Standards (HQS), inspection procedures and Client’s HCVP policies and procedures.
Knowledge of Client’s organizational functions, and general operating policies and procedures.
Knowledge of secretarial practices and procedures, business English, spelling and punctuation.
Skilled in operating computer equipment and general office machines such as personal computer, copier, projection equipment, audio/video and adding machine.
Skilled with Windows or compatible using Microsoft Office Products (Word and Excel).
Ability to type accurately, 35 words per minute minimum typing speed.
Ability to communicate clearly and concisely, orally and in writing.
Ability to compose memoranda and letters.
Ability to create and maintain an alpha and/or numeric filing system.
Ability to organize complex tasks, carry them out under intense time constraints and perform duties accurately without constant supervision.
Ability to understand and follow oral and written instructions.
Ability to deal effectively with the public, and establish and maintain effective working relationships with other employees and observe Client’s protocol.
COMPLEXITY / SCOPE OF WORK
The employee performs several related routines and generally repetitive tasks.
Course of action is determined by established procedures and/or the HCVP Inspections Manager.
The employee may coordinate, integrate and/or prioritize tasks.
Work must be accurate and precise.
The employee deals with departmental records.
The unauthorized disclosure of departmental record information could result in embarrassment to the Client. The work affects numerous residents, visitors, and others seeking information or assistance.
The employee’s work is reviewed closely for adherence to policy and procedure requirements.
Receives both written and oral instructions.
Problems or situations not covered by instructions are normally referred to the supervisor, but the employee may occasionally make an independent decision or consult existing guidelines.
SUPERVISORY CONTROLS
Employee does not have direct supervisory responsibilities.
PERSONAL CONTACTS
Employee has contact with Client’s employees in all departments, residents, and
the general public.
Most contacts are structured in nature and the employee is expected to use normal tact and courtesy.
Occasionally, a contact may be uncooperative or antagonistic and the employee may be required to use above-average tact and courtesy at such times.
Failure to respond courteously and positively could adversely affect the public opinion of Client.
The purpose of such contact is to provide information or assistance, obtain information needed by Client, make appointments, arrange schedules, resolve complaints and facilitate communications.
PHYSICAL DEMANDS / WORK ENVIRONMENT
Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eye strain from working with computers and other office equipment, and some degree of stress, resulting from continuing contact with employees, residents and the public.
Work involves the normal risks and/or discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted, and ventilated.
MINIMUM QUALIFICATIONS
High school diploma or GED required.
Administrative or Secretarial training in a licensed business school or other accredited institution and/or two (2) years of related secretarial work experience in an administrative office.
Bilingual in Spanish, Vietnamese or Mandarin a plus.
Failed Owner Self Certification (FOSC) preferred.
Housing Choice Voucher Housing Quality Standards (HQS) Certification preferred.
35 words per minute minimum typing speed preferred.
Knowledge of Microsoft Office Computer skills – Word, Excel, PowerPoint. Use of standard office equipment such as typewriter, personal computer, copier, fax machine, projection equipment, audio/video and adding machine.
Must be able to maintain confidentiality.
Bondable.
Valid Texas driver's license.
Eligibility for Client’s fleet auto insurance.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.