An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Position Summary The Administrative Assistant - Public Housing provides direct administrative and clerical support to the Property Manager and assists with the daily operations of assigned Public Housing sites. This position plays an essential role in ensuring accurate documentation, timely communication, and compliance with HUD and agency requirements. The Administrative Assistant helps coordinate resident interactions, rent processing, inspection scheduling, and file maintenance to promote effective property management and positive resident relations.
Key Responsibilities and Expectations Office Operations:
Open the office promptly each day, ensuring a professional, organized, and welcoming environment for residents, visitors, and vendors.
Customer Service:
Provide courteous, respectful, and timely assistance to residents, staff, and community partners. Serve as the first point of contact for inquiries, directing matters to the Property Manager as appropriate.
Administrative Support:
Provide comprehensive administrative support to the Property Manager, assisting with scheduling, filing, and correspondence to maintain efficient operations of assigned housing sites.
Communication:
Maintain timely communication with residents and internal departments regarding rent payments, inspections, work orders, and lease requirements.
Recordkeeping:
Maintain resident files, move-in/move-out documentation, rent ledgers, and occupancy records to ensure accuracy and audit-readiness in accordance with HUD and agency standards.
Rent Collection:
Process and receipt rent payments daily; maintain accurate rent collection logs, track delinquencies, prepare late and eviction notices, and assist with repayment agreements as directed by the Property Manager.
Compliance:
Ensure all resident documentation and office postings (Fair Housing, Equal Opportunity, rent due dates, grievance procedures, etc.) are current and compliant with HUD and agency policies.
Scheduling and Coordination:
Assist in scheduling unit inspections, maintenance work orders, annual recertifications, and resident meetings; coordinate with Maintenance and Housing Specialists as needed.
Reporting:
Compile and submit weekly and monthly occupancy, rent collection, and maintenance reports for review by the Property Manager.
Procurement and Supplies:
Order and maintain office supplies, process purchase requisitions and assist with invoice tracking and vendor communication.
Data Entry:
Enter resident, rent, and maintenance data accurately into Yardi or other agency software systems.
Professional Conduct:
Handle confidential information regarding residents and agency operations with discretion and professionalism.
Resident Relations:
Support community engagement by assisting with resident meetings, notices, and event coordination.
Collaboration:
Work closely with Maintenance staff, Housing Specialists, and administrative personnel to ensure efficient property management operations.
Accountability:
Demonstrate reliability, punctuality, and consistency in work performance. Uphold the mission and values of the Public Housing Department and the Housing Authority in all interactions.
Other Duties:
Perform other duties assigned to support departmental goals and assist the Property Manager with special projects or administrative needs. Knowledge, Skills, and Abilities Knowledge of HUD Public Housing program regulations, policies, and lease compliance procedures preferred. Strong organizational and time-management skills with the ability to meet deadlines and manage multiple priorities. Excellent written and verbal communication skills; able to draft clear, professional correspondence and reports. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with Yardi or similar housing management systems preferred. Ability to maintain confidentiality and handle sensitive information appropriately. Strong interpersonal and customer service skills; able to interact effectively with residents, staff, and community stakeholders. Ability to work independently, exercise sound judgment, and function effectively as part of a team under the direction of the Property Manager. Education and Experience High school diploma or GED required, Associate's degree in Business Administration, Public Administration, or related field preferred. Minimum of three (3) years of administrative or clerical experience, preferably within property management, affordable housing, or public agency setting. Experience with HUD forms, rent processing, and public housing lease documentation strongly preferred. Working Conditions Standard office environment with frequent resident and public interaction. Regular use of computers, telephones, copiers, and other office equipment. May require occasional attendance at resident meetings, community events, or evening activities.
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.
