Administrative Assistant

Summary of Job

Under the direct supervision of the Chief Real Estate Investment Officer (CREIO), provides administrative support to the CREIO and the Real Estate Investments Department. Areas of responsibility include but are not limited to word processing, file and record maintenance, answering and directing mail and email, and telephone correspondence and scheduling with intricate calendars. Leads Department’s procurement activities and manages special projects as needed.

Essential Duties and Responsibilities

1. Coordinates, schedules and assists in communicating with staff and consultants (e.g., architects, general contractors, et al) regarding meetings, appointments, activities or announcements; schedules conferences and site visits and tours; drafts and circulates agendas and assembles required materials for meetings and site visits.

2. Maintains electronic filing system, both current and archived.

3. Does data entry and retrieval, maintains records and generates reports utilizing the necessary software; operates a variety of office machines such as printer, calculator, copier, scanner and other equipment as required.

4. Receives, sorts and distributes department mail; hand delivers interoffice mail as needed.

5. Monitors department project-specific budgets according to established guidelines; enters requisitions and process invoices and AP Vouchers according to established procedures. Prepares budget revisions as necessary.

6. Examines and evaluates a variety of information to determine accuracy, completeness, and adherence with requirements and verifies and corrects information.

7. Answers general department phone calls. Greet and assist visitors. Serves as a point of contact for outside vendors and contractors to ensure a smooth workflow without interruption of business.

8. Serves as a liaison for the Real Estate Investments Department (“Team”) to the Procurement and Communications Departments.

• Working closely with the CREIO and Development Program Managers, initiates, monitors, and tracks procurement activities; determines outstanding items required to process requisitions, purchase orders and contracts that are prompted by Procurement staff and Team to correct and ensure issues are resolved in a timely manner and reports progress; and may lead budget revision requests via Resolution approvals from DHA’s Board of Commissioners from time to time.
• Prepares for and attends weekly meetings between the Procurement Department, Housing Management Department as the Real Estate Department representative and coordinates with other Departments and teams as necessary.

11. Attends meetings and strategy sessions to remain informed of the Housing Authority of the City and County of Denver (“DHA”) programs and activities, as well as other government programs and activities as necessary.

• Assists in review and monitoring of all architect, general contractor and sub-contractor applications for payment and change orders and tracks payments against development budgets.
• Coordinates logistics for tours of DHA sites for outside agencies as requested.
• Provides support to Development Program Managers, as needed, to serve as DHA representative for various special projects such as:
• Attending meetings with stakeholders, neighborhood groups, and contractors.
• Facilitating communication between staff and contractors and consultants working on development projects.
• Maintains good working relationship with the City of Denver, the Department of Housing Stability (“HOST”), Denver Economic Development and Opportunity (“DEDO”), Denver Parks & Recreation, Colorado Division of Housing, Colorado Housing and Finance Authority and various other similar perpetual relationships.
• Collects, compiles, organizes, and analyzes various data for use in reports and documentation.

17. Performs other duties as needed.

Minimum Educational Requirement

* High school diploma or GED.

* One (1) year of college level course work in a related field.

Minimum Experience Requirement

* Three (3) years of experience working in a professional business office environment.

Education/Experience Equivalency

* A combination of appropriate education and experience may be substituted for the minimum experience requirement.

Licenses and/or Certifications

* A valid Colorado driver’s license is required, and a good driving record must be maintained in accordance with the Personnel Policy.

Job Type: Full-time

Pay: $65,278.61 - $81,597.88 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Denver, CO 80204: Relocate before starting work (Required)

Work Location: Hybrid remote in Denver, CO 80204

Salary : $4,491 - $5,614