Administrative Assistant (Inspections) Position Available In DeKalb, Georgia

Title:

Inspections Administrative Assistant Reports To:

Director, Inspections

Department:

Housing Choice Voucher Program Salary Grade:

K

Salary Range:

$40,601- $45,115

Position Summary:

The Inspections Administrative Assistant provides operational support and assistance for the inspectors and the inspections process, the Director, Inspections Services, the Manager, Inspections Services, and the Manager, Housing Choice Inspections. The Inspections Administrative Assistant interfaces regularly with both internal and external customers via phone, email, and in person and provides excellent customer service. The position requires excellent knowledge of the inspections process and operation to include AH’s Enhanced Inspection Standards, the abatement and termination process, tenant and landlord compliance with the Housing Choice Voucher Program (HCVP), and a thorough understanding of landlord payment processing. At times, the Inspections Analyst may also provide administrative and project assistance to the Director and Managers in Inspections Services.

Essential Duties and Responsibilities:

On a monthly basis, utilizes reporting to identify units that need to be inspected to the Manager of Housing Choice Inspections for assignment.
Utilizes reporting to Identify and process landlord abatements and terminations for the inspections operation.
Utilizes reporting to Identify and process landlord vacant units for the inspections operation.
Sends out daily inspection letters.
Creates payslips for incentive payments and Property Protection Claims.
Acts as the lead for inspections when collaborating with the Quality Control Team for the yearly HCVP Audit.
Provides excellent customer service to both internal and external customers and resolves inspection related inquiries via phone, email, or in person; determines importance of various issues and determines which major issues should be brought to the attention of the department head and/or department managers or team members.
Maintains a professionally-operated office environment ensuring professional office appearance, operational office equipment, adequate supplies, phone coverage, timely distribution of faxes and mail correspondence, professional documents and communications and timely response to department inquiries.
Performs various administrative and project management assistance duties to ensure effective and efficient office operations.
Manages and coordinates projects to ensure high quality end results within given timeframes.
Performs word processing, desktop publishing operations (presentations, spreadsheets and graphs) and document production, and transcribes information of technical and/or sensitive nature.
Researches, compiles and summarizes information to formulate correspondence and reports.
Screens and reviews incoming mail
At times, coordinates logistics associated with the effective planning of meetings including but not limited to preparing agendas and meeting minutes, landlord advisory group rosters, sign-in sheets, name tents, name tags, handout materials and professional presentations; coordinating site locations, meals, parking arrangements; and handling R.S.V.P.’s / attendance confirmations.
Assists manager(s) to monitor and track “to do’s” and complete tasks in a timely fashion.
Maintains confidential and specialized files, records and reports.
Performs other related tasks as required.

Knowledge and Skill Requirements:

Keen problem solving, customer service, and analytical skills associated with interpreting reports, inspection data, and inspection operations.
Requires functional knowledge of inspection and corporate operations and organizational approaches necessary to ensure smooth office operations.
Demonstrates advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.). Must be able to become proficient with proprietary database operations (Oracle-based applications, etc.).
Ability to create professional reports, charts and presentations.
Accurate typing skills required; must be proficient with copy machines, scanners and other office equipment. Maintains a professional appearance at all times.
Exercises good judgment and discretion when handling matters on behalf of manager or in carrying out inspection related assignments. Demonstrated ability to provide leadership, multitask, problem solve and anticipate actions required to provide effective administrative support. Demonstrated ability to work independently with little supervision or direction.
For additional skill and ability requirements, refer to the Housing Choice Competency Framework.

Education and Experience:

High School Diploma or GED with six months of related experience required; some college level coursework a plus. A minimum of five years of experience in providing administrative support to management / executive level professionals.
Requires advanced proficiency with technology used on-the-job to include Microsoft Office Suite and proprietary software, as well as proprietary database operations and other technology applications used to support organizational objectives.

Working Conditions:

Generally works in office environment. Must be able to sit and stand for long periods of time. Must be able to work in a deadline-focused and pressure-driven environment. May be required to have valid State of Georgia driver’s license and be fully insurable for the purpose of obtaining clearance on company “Authorized Driver’s List.” Occasional overtime as required to meet workload demands.