What are the responsibilities and job description for the Administrative Coorindator position at Housing Authority of the County of Jackson,...?
The Housing Authority of the County of Jackson, Illinois ("JCHA") was
established in 1946 and the first public housing was
constructed in 1960. Since then, JCHA's mission is to provide safe decent, and sanitary housing to low-income families, elderly families, disabled families,
and low-income individuals in 6 towns throughout the County. The
programs administered by JCHA consist of Public Housing Units,
Housing Choice Vouchers, and 12 Multi-Family Housing units.
JCHA currently seeks an Administrative Coordinator to join the team full-time, with hours between 8:00 a.m. and 5:00 p.m., Monday through Friday. This position will work out of several offices located throughout Jackson County. Applications will be accepted through May 13, 2024.
The role of the Administrative Coordinator is to assist the public at the receptionist desk, co-workers with the admissions process, and various other tasks.
Compensation begins at $15.50 and may be increased based on experience. A generous benefits pack is available after a 90-day introductory period.
Benefits Package:
2. Reviews incoming facsimiles for distribution as necessary and appropriate.
3. Serves as initial contact for applicants and assists them in completing all application requirements.
4. Provides general information regarding housing assistance programs, eligibility requirements, and availability, and general procedures to applicants and explains various program and income requirements, income verification and waiting list procedures, etc.
5. Assists with scheduling intake appointments.
6. Reviews all hand-delivered documentation for accuracy and completeness, and may assist the applicants, participants, and tenants in completing forms. Makes photocopies of the same as necessary.
7. Provides necessary training and instruction on registration of the online portal to tenants, applicants, and participants.
8. Requests and reviews initial verification documents of applicants, in compliance with applicable housing programs.
9. Maintains landlord apartment listing.
10. Maintains Barred Listing.
11. Creates a monthly news bulletin.
12. Prepares initial and permanent files following established operating procedures.
13. Maintains file management system according to established operating procedures.
14. Assists with lease-up activities of all programs as required in compliance with Fair Housing / Marketing laws.
15. Notifies the Admissions Supervisor in a timely manner of any problems and recommends appropriate actions.
16. Coordinates activities with all other departments in a collaborative team environment.
17. Coordinates / participates in working groups and committees when requested.
18. Controls incoming correspondence and packages by scanning and date stamping documents and ensures documents and deliveries reach the correct destination.
19. Notarizes documents as needed.
20. Prepares mailings for tenant statements.
21. Processes outgoing mail and deliveries; Maintains mailing records.
22. Manages drop box locations and checks drop box at the main office at least twice per day.
23. Processes tenant rent payments as necessary.
24. Oversees the general office operations including, but not limited to, managing the community room spaces and ordering office supplies.
25. Trains staff on office procedures and equipment.
26. Opens and closes the public office space each working day.
27. Reads and responds to emails and team messages during normal business hours.
28. Other duties that may be assigned from time to time.
Knowledge, Skill, and Abilities
1. Ability to contribute to a positive work environment and display the same positivity to the applicants, participants, and tenants.
2. Ability to train in a supportive and fair manner.
3. Knowledge and compliance with Fair Housing and Illinois State Landlord/Tenant Laws and the U.S. Department of Housing and Urban Development.
4. Proficient computer skills and ability to learn JCHA software systems.
5. Knowledge of Public Housing, Housing Choice Voucher, Rural Development and Rental Assistance Demonstration regulations.
6. Strong clerical skills including record keeping, report preparation, filing methods, and records management techniques.
7. Ability to work independently and multi-task on a variety of tasks.
8. Maintain reliable and predictable attendance.
9. Ability to use tact, discretion, initiative, and independent judgment within established guidelines.
10. Ability to apply logical thinking to solve problems or accomplish tasks to understand and communicate complicated policies and procedures.
11. Keep and guard all applicants, tenants, and participants? personal information in a private manner.
12. Establishing and maintaining ethical and cooperative relationships with all those contacted in work.
13. Ability to learn and be trained on complicated policies and procedures.
14. Ability to be a constant professional at work; including professionally dressed, groomed, and speak professionally to clients and staff.
15. Ability to respect and take care of the facility, and not wasteful of supplies.
Working Conditions/Physical Requirement (with or without reasonable accommodation)
1. There are a number of deadlines associated with this position, which may cause significant stress.
2. Must be able to remain in a stationary position for prolonged periods of time.
3. Occasionally move about inside the office to access file cabinets and office machinery.
4. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
5. Frequently communicates with third parties, applicants, tenants, participants, and co-workers regarding files. Must be able to exchange accurate information.
Education/Specific Requirements
1. High School Diploma or equivalent.
2. Two (2) years of experience working directly in affordable housing, assisted housing programs, or a low-income program, preferred.
3. Two (2) years of experience working at a Public Housing Authority or with HUD, preferred.
4. One (1) year of experience in a clerical role, preferred.
5. Continuously hold an Illinois Driver?s License with an insurable driving record or ability to obtain one (1) within thirty (30) days of hire.
6. Notary or ability to become one upon hire.
7. The JCHA is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for drugs and alcohol when criteria are met as outlined in the JCHA?s policies.
JCHA is proud to be an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law.
JCHA is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact hr@jcha-il.org.
You may apply online or applications may be picked up and submitted at 300 North 7th Street, Murphysboro, IL 62966. If you are seeking a Section 3 preference, please submit the form with your application. The form can be found at https://jacksoncountyhousingauthority.org/human_resources.
established in 1946 and the first public housing was
constructed in 1960. Since then, JCHA's mission is to provide safe decent, and sanitary housing to low-income families, elderly families, disabled families,
and low-income individuals in 6 towns throughout the County. The
programs administered by JCHA consist of Public Housing Units,
Housing Choice Vouchers, and 12 Multi-Family Housing units.
JCHA currently seeks an Administrative Coordinator to join the team full-time, with hours between 8:00 a.m. and 5:00 p.m., Monday through Friday. This position will work out of several offices located throughout Jackson County. Applications will be accepted through May 13, 2024.
The role of the Administrative Coordinator is to assist the public at the receptionist desk, co-workers with the admissions process, and various other tasks.
Compensation begins at $15.50 and may be increased based on experience. A generous benefits pack is available after a 90-day introductory period.
Benefits Package:
- 100% Employer Paid Insurance for employees (medical/dental/vision)
- Large retirement contribution to a Money Purchase Plan
- 16 paid holidays
- 80 hours of vacation leave to start
- 96 hours of sick leave per year
- $75,000 employer-paid life insurance policy
- Employer-paid STD and LTD benefits
- Voluntary contributions to a 457b retirement plan and/or Money Purchase Plan
- Voluntary benefits with AFLAC, Colonial Life, and Globe Life Liberty National
- Paid training and career development opportunities
2. Reviews incoming facsimiles for distribution as necessary and appropriate.
3. Serves as initial contact for applicants and assists them in completing all application requirements.
4. Provides general information regarding housing assistance programs, eligibility requirements, and availability, and general procedures to applicants and explains various program and income requirements, income verification and waiting list procedures, etc.
5. Assists with scheduling intake appointments.
6. Reviews all hand-delivered documentation for accuracy and completeness, and may assist the applicants, participants, and tenants in completing forms. Makes photocopies of the same as necessary.
7. Provides necessary training and instruction on registration of the online portal to tenants, applicants, and participants.
8. Requests and reviews initial verification documents of applicants, in compliance with applicable housing programs.
9. Maintains landlord apartment listing.
10. Maintains Barred Listing.
11. Creates a monthly news bulletin.
12. Prepares initial and permanent files following established operating procedures.
13. Maintains file management system according to established operating procedures.
14. Assists with lease-up activities of all programs as required in compliance with Fair Housing / Marketing laws.
15. Notifies the Admissions Supervisor in a timely manner of any problems and recommends appropriate actions.
16. Coordinates activities with all other departments in a collaborative team environment.
17. Coordinates / participates in working groups and committees when requested.
18. Controls incoming correspondence and packages by scanning and date stamping documents and ensures documents and deliveries reach the correct destination.
19. Notarizes documents as needed.
20. Prepares mailings for tenant statements.
21. Processes outgoing mail and deliveries; Maintains mailing records.
22. Manages drop box locations and checks drop box at the main office at least twice per day.
23. Processes tenant rent payments as necessary.
24. Oversees the general office operations including, but not limited to, managing the community room spaces and ordering office supplies.
25. Trains staff on office procedures and equipment.
26. Opens and closes the public office space each working day.
27. Reads and responds to emails and team messages during normal business hours.
28. Other duties that may be assigned from time to time.
Knowledge, Skill, and Abilities
1. Ability to contribute to a positive work environment and display the same positivity to the applicants, participants, and tenants.
2. Ability to train in a supportive and fair manner.
3. Knowledge and compliance with Fair Housing and Illinois State Landlord/Tenant Laws and the U.S. Department of Housing and Urban Development.
4. Proficient computer skills and ability to learn JCHA software systems.
5. Knowledge of Public Housing, Housing Choice Voucher, Rural Development and Rental Assistance Demonstration regulations.
6. Strong clerical skills including record keeping, report preparation, filing methods, and records management techniques.
7. Ability to work independently and multi-task on a variety of tasks.
8. Maintain reliable and predictable attendance.
9. Ability to use tact, discretion, initiative, and independent judgment within established guidelines.
10. Ability to apply logical thinking to solve problems or accomplish tasks to understand and communicate complicated policies and procedures.
11. Keep and guard all applicants, tenants, and participants? personal information in a private manner.
12. Establishing and maintaining ethical and cooperative relationships with all those contacted in work.
13. Ability to learn and be trained on complicated policies and procedures.
14. Ability to be a constant professional at work; including professionally dressed, groomed, and speak professionally to clients and staff.
15. Ability to respect and take care of the facility, and not wasteful of supplies.
Working Conditions/Physical Requirement (with or without reasonable accommodation)
1. There are a number of deadlines associated with this position, which may cause significant stress.
2. Must be able to remain in a stationary position for prolonged periods of time.
3. Occasionally move about inside the office to access file cabinets and office machinery.
4. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
5. Frequently communicates with third parties, applicants, tenants, participants, and co-workers regarding files. Must be able to exchange accurate information.
Education/Specific Requirements
1. High School Diploma or equivalent.
2. Two (2) years of experience working directly in affordable housing, assisted housing programs, or a low-income program, preferred.
3. Two (2) years of experience working at a Public Housing Authority or with HUD, preferred.
4. One (1) year of experience in a clerical role, preferred.
5. Continuously hold an Illinois Driver?s License with an insurable driving record or ability to obtain one (1) within thirty (30) days of hire.
6. Notary or ability to become one upon hire.
7. The JCHA is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for drugs and alcohol when criteria are met as outlined in the JCHA?s policies.
JCHA is proud to be an Equal Employment Opportunity employer. We do not discriminate based on race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law.
JCHA is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact hr@jcha-il.org.
You may apply online or applications may be picked up and submitted at 300 North 7th Street, Murphysboro, IL 62966. If you are seeking a Section 3 preference, please submit the form with your application. The form can be found at https://jacksoncountyhousingauthority.org/human_resources.
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