Administrative Assistant - Housing

Position Title: Administrative Assistant - Housing

Department: Housing Department

Reports To: Deputy Director - Housing

FLSA Status: Non-Exempt, Hourly

Employment Status: Full Time – 70 hours Bi-weekly

Pay Grade: 3

SUMMARY

The Administrative Assistant is responsible for providing administrative and clerical support to the Housing Department and in support of the programs administered by the department.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: includes, but are not limited to:

· Provides professional customer service to clients by answering program related questions in-person or over the phone and routing them to appropriate staff when necessary;

· Assists clients in obtaining and completing appropriate documentation including pre-application forms when needed;

· Reviews residency preferences of initial housing applications;

· Receives, copies and disperses to staff various forms, information and correspondence related to applicants, participants and owners;

· Routes incoming mail, prepares outgoing mail and correspondence, including e-mail and faxes;

· Prepares technical and complex correspondence, HUD required forms/reports including contracts;

· Prepares correspondence to applicants, participants and owners and maintains telephone and mailing lists;

· Notifies ineligible applicants of terms and conditions of eligibility and informal review guidelines;

· Assists in scheduling of initial and recertification appointments, housing inspections and other meetings;

· Manages intake and tracking of retroactive rental payments, reports information electronically as required;

· Compiles and provides statistical data related to program activities;

· Maintains forms library, orientation packets, landlord information, and miscellaneous program information;

· Obtains criminal history records electronically or as necessary, tracks court dockets, sex-offender registries, and initial statistic records;

· Maintains various program lists such as prospective HCV property owners, available housing, and participant waiting lists;

· Assists in preparation of agency forms and orders for HUD furnished forms;

· Tracks, documents, computes incoming and outgoing petty cash, prepares purchase orders, and maintains office supplies;

· Composes and distributes landlord and tenant newsletters;

· Assists in maintaining current databases of landlords, clients and rent reasonableness information;

· Primary contact for landlords and technical support regarding the landlord access database;

· Assists in maintaining and updating webpage; primary contact for IT regarding general forms and information on webpage; and

· Assumes duties/responsibilities of coworkers and performs other duties as assigned.

QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES):

· Strong customer service skills with the ability to interact effectively with various members of the public;

· Ability to interact tactfully and maintain effective working relationships with peers and customers;

· Knowledge of general office administration techniques and strong organizational skills;

· Knowledge in the use of general office equipment and computer programs such as Microsoft Word, Outlook, and Excel;

· Excellent typing skills;

· Strong attention to detail including intermediate mathematical and proofreading skills; and

· Ability and willingness to maintain strict confidentiality.

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent plus two years direct office or administrative experience; or any equivalent combination of education and experience.

To Apply: Go to campbellcountyky.gov and complete the Campbell County Fiscal Court Application Form and email it to humanresources@campbellcountyky.gov.

Job Type: Full-time

Pay: $21.00 - $22.00 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person