Office & Communications Manager

This position reports to the Executive Director and is responsible for managing key office operations, organizational communications, public relations, Board and Commission support, and special events for the Housing Authority of San Luis Obispo (HASLO). The position performs a wide variety of administrative, technical, and project management duties involving matters that may be complex, sensitive, or confidential in nature. The position serves as an important representative of HASLO and regularly interacts with Commissioners and Board members, government officials, business and community organizations, residents and clients, vendors, members of the public, and all levels of HASLO personnel. The position requires a high degree of organization, initiative, discretion, sound judgment, and excellent written and verbal communication skills. The successful candidate will be able to manage competing priorities, work independently, and represent HASLO professionally in both internal and public settings. 
Office Administration

• Manage day-to-day office operations and identify opportunities to improve organizational efficiency and customer service.
• Provide front office and reception coverage as needed, including greeting visitors, directing inquiries, and assisting with incoming calls.
• Manage HASLO's telephone system and lead the development and implementation of call-handling procedures and processes.
• Coordinate procurement of office equipment, supplies, and services.
• Establish and maintain relationships with vendors providing office-related goods and services.
• Coordinate with vendors regarding maintenance and servicing of HASLO's vehicle fleet.
• Coordinate front office reception and assist in ensuring consistent, professional customer service.
• Develop, maintain, and implement office procedures and administrative systems.
• Coordinate office projects and initiatives involving multiple departments.
• Maintain accurate records and documentation related to office operations.
• Provide administrative support to the Executive Director and other organizational leadership as assigned.

Communications & Public Relations

• Develop and coordinate internal and external communications on behalf of HASLO.
• Create, edit, and maintain content for HASLO's website and social media platforms.
• Develop newsletters, announcements, informational materials, and other communications for residents, staff, partners, and the public.
• Draft news releases, media responses, public statements, talking points, and other public-facing communications.
• Prepare public notices required by HUD and other regulatory agencies, including notices regarding waiting list openings.
• Coordinate communications related to new housing developments, programs, services, organizational initiatives, and special events.
• Ensure public-facing information is accurate, timely, accessible, professional, and consistent with HASLO's messaging and identity.
• Assist departments in developing clear and effective communications for their programs and services.
• Coordinate responses to routine media and public information inquiries and refer sensitive or complex matters to the Executive Director as appropriate.
• Monitor public communications and identify opportunities to promote HASLO's programs, accomplishments, and community impact.
• Maintain and organize communications resources, templates, photographs, and other materials.

Board & Commission Support

• Attend meetings of the HASLO Board of Commissioners and provide administrative and logistical support.
• Prepare and distribute agendas, staff reports, resolutions, notices, and other meeting materials.
• Draft, edit, and maintain official meeting minutes and records.
• Coordinate meeting schedules, materials, room arrangements, and other logistics.
• Ensure required Board and committee meeting notices and postings are completed in accordance with the Brown Act.
• Support the preparation and administration of closed sessions and ensure required notices and documentation are completed.
• Coordinate communications and follow-up related to Board and Commission meetings and actions.
• Maintain official Board and Commission records in accordance with applicable requirements.

Events & Organizational Activities

• Plan, coordinate, and execute HASLO events and organizational activities, including groundbreakings, ribbon cuttings, open houses, staff development activities, celebrations, conferences, and other special events.
• Coordinate event logistics, including facilities, vendors, invitations, schedules, materials, signage, and communications.
• Develop event-related communications and promotional materials.
• Coordinate with internal departments, community partners, government officials, vendors, and other stakeholders to ensure successful events.
• Represent HASLO professionally at organizational and community events.

Executive & Organizational Support

• Provide administrative and project support to Directors on organizational priorities, special projects, and initiatives.
• Conduct research and prepare correspondence, reports, presentations, talking points, and other materials for Directors and organizational leadership.
• Coordinate projects and assignments involving multiple departments and external partners.
• Track deadlines, action items, and follow-up activities associated with organizational initiatives.
• Assist the Executive Director in coordinating communications with government officials, community organizations, business partners, and other stakeholders.
• Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• Perform other related duties as assigned.

Education, Training & Experience
Any combination of education, training, and experience equivalent to a bachelor's degree from an accredited college or university in communications, public administration, business administration, marketing, journalism, or a related field and five years of progressively responsible administrative, communications, public relations, or related professional experience demonstrating the ability to successfully perform the essential functions of the position.
Experience working in a public agency, housing organization, nonprofit organization, or other community-serving organization is desirable.

Knowledge of: Principles and practices of office administration, organizational operations, public relations, organizational communications, and community engagement. Public-sector operations and the role and responsibilities of a public agency. Brown Act requirements and public meeting practices. Modern office practices, procedures, systems, and equipment. Professional business writing, editing, and document preparation. Website content management systems, social media platforms, and digital communications. Microsoft Office Suite and other commonly used business applications. Telephone and voice mail systems and customer service practices. Records management and document retention practices. Practices and techniques for planning and coordinating public and organizational events.

Ability to: Manage multiple priorities, projects, and deadlines while maintaining accuracy and attention to detail. Organize work effectively and independently establish priorities. Write clear, concise, accurate, and professional communications for a variety of audiences. Translate complex or technical information into language that is clear and understandable to the public. Exercise sound judgment when handling sensitive, confidential, or potentially controversial matters. Develop, interpret, and implement policies, procedures, contracts, rules, regulations, and program requirements. Research issues, analyze information, identify problems, and develop practical solutions. Anticipate organizational needs and take initiative to address them. Prepare reports, presentations, correspondence, meeting materials, public notices, and other professional documents. Represent HASLO positively and professionally in public forums and interactions with community members, government officials, business representatives, residents, clients, vendors, and other stakeholders. Establish and maintain effective working relationships with individuals from diverse socioeconomic, cultural, and professional backgrounds. Communicate effectively both orally and in writing. Maintain professionalism, impartiality, objectivity, patience, and discretion in challenging situations. Respond effectively to individuals who may be upset, frustrated, or experiencing difficult circumstances. Use creativity and good judgment to respond to changing circumstances and organizational needs. Work independently while also collaborating effectively with staff at all levels of the organization. Demonstrate flexibility and adapt to changing priorities and deadlines. Provide excellent customer service. Maintain accurate records and documentation. Use computer systems, software applications, and other technology necessary to perform the functions of the position. Represent HASLO's mission, values, and interests in a professional and appropriate manner. Be available to attend occasional evening or weekend meetings, events, or activities as needed.

Physical Demands: This classification primarily involves office work including: sitting for prolonged periods of time, walking, ascending/descending stairs, standing, bending, stooping, squatting, reaching, pulling; the coordinated use of fingers, hands, arms and knees; and occasional lifting of up to 30 lbs.

Working Conditions: Work is primarily performed in an office environment that is generally clean and adequately ventilated, with limited exposure to dust, fumes, odors, or excessive noise. The position may occasionally require work at other HASLO properties, community locations, outdoor event sites, or other work environments.

Special Requirements: This position requires independent travel to perform agency business. A valid California driver's license and a driving record that meets HASLO's automobile insurance requirements must be maintained throughout employment.

Notary Public certification is preferred.
This Job Description is a guideline reflecting the primary activities associated with this position; it is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions. HASLO retains the right to assign other related duties; change or modify this job description at any time.

Compensation details: 90600-110160 Yearly Salary

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