Administrative Assistant
| Estimated Pay info | Based on similar jobs in your market$19 per hour |
|---|---|
| Hours | Full-time |
| Location | San Luis Obispo, CA San Luis Obispo, California open_in_new |
About this job
The position serves as a primary administrative resource for the Department and as the Department's public counter contact, greeting visitors and responding to inquiries from residents, applicants, vendors, contractors, community partners and members of the general public. The Administrative Assistant provides administrative support to the Director of Housing Management, Portfolio Managers, Senior Property Supervisors, Property Supervisors, Senior Maintenance Technicians, the HCV Manager and Senior HCV Specialists.
The position requires a high degree of organization, attention to detail, confidentiality, professionalism and initiative, and the ability to manage multiple priorities while working with frequent interruptions and changing deadlines. This is a non-exempt, administrative support classification.
Departmental Context
The Administrative Assistant is a central administrative resource for the Housing Management Department, maintaining schedules, rosters, notice templates, filing systems and tracking documents relied upon by Property Management, Maintenance and HCV staff. The position supports accurate and timely administrative processes related to inspections, recertifications, delinquency follow-up, vendor and contractor coordination, resident communications and other regulated or time-sensitive activities. The position also manages counter, telephone and correspondence traffic, helping supervisory and program staff remain focused on their operational and resident-facing responsibilities.
Supervision Received and Exercised
- Receives general supervision from the Director of Housing Management. Work is reviewed for accuracy, completeness, timeliness and conformance with Agency procedures.
- Exercises no direct supervision over Agency staff.
- May provide work direction and training to temporary, student or extra-help staff as assigned.
Public Counter and Customer Service
- Serves as a welcoming and professional first point of contact for the Housing Management Department, greeting residents, applicants, vendors, contractors, community partners and members of the public.
- Determines the nature of visitors' and callers' requests and directs them to the appropriate department, program, staff member or community resource.
- Answers, screens and directs telephone calls for the Department, and responds to general inquiries received by telephone, email, in person or through other Agency communication channels within established Agency guidelines.
- Provides general information and referrals to residents, applicants, members of the public and community service providers within established Agency guidelines.
- Maintains a professional, respectful and service-oriented approach when interacting with individuals who may be experiencing housing-related challenges and assists with or facilitates interpretation services as needed and within the scope of the position.
- Protects confidential resident, applicant, employee and Agency information at all times.
Department Administrative, Program and Operational Support
- Provides administrative and clerical support to the Director of Housing Management and staff in the Property Management, Maintenance and HCV Divisions, including preparation, formatting, proofreading, distribution and maintenance of documents, forms, correspondence, notices, reports, spreadsheets and other materials.
- Provides calendar management and scheduling support, including appointments, property viewings, meetings, inspections and other departmental activities, and assists with meeting preparation, agendas, meeting materials, sign-in sheets, handouts and related documents.
- Assists with data entry, research, special projects and information-gathering activities and assists staff with tracking deadlines, assignments, reports and other administrative requirements.
- Receives and routes departmental correspondence, invoices, requests, documentation and other communications to the appropriate staff member or division, including communications from vendors and contractors.
- Assists with preparation and distribution of Agency, tenant and resident notices and correspondence as directed.
- Maintains and updates staff assignment lists, property lists, contact information and vendor rosters, including information used by the Fire Department, vendors, contractors and other community partners.
- Assists with Property Management activities, including delinquency follow-up, preparation of resident reminder notices, tracking payment plans and maintaining information related to resident accounts, notices and follow-up.
- Assists with maintaining property and maintenance schedules and tracking documents, including gutter schedules, solar panel schedules, annual unit inspection reports, annual AR schedules, preventative maintenance information and other recurring requirements.
- Assists with property and maintenance documentation, including administrative binders, vendor and contractor correspondence, invoices, property system information and manufacturer or preventative maintenance recommendations.
- Assists Property Supervisors with updating and maintaining Standard Operating Procedures (SOPs), Property Management forms and other administrative materials.
- Assists with posting tenant notices at properties and other property-related administrative activities as directed.
- Assists HCV staff with preparation, formatting, copying, scanning and distribution of HCV-related documents and materials for meetings, trainings and other departmental activities.
- Provides general administrative support to HCV staff, including data entry and administrative tracking, and routes general HCV inquiries to the appropriate staff member or division.
Resident Communication and Engagement
- Assists with developing, preparing and distributing resident newsletters and other resident communications.
- Assists with planning and coordinating resident events, meetings, informational sessions and engagement activities.
- Assists with creating and circulating monthly, quarterly and/or annual resident surveys, compiles survey responses, and assists staff with organizing information for review.
- Assists with preparing flyers, notices, informational materials and other resident communications, and with posting resident notices and other communications at properties.
- Develops and posts available-unit marketing advertisements in accordance with Agency requirements and direction and assists staff with updating marketing materials when unit availability, rents, amenities or other information changes.
Records Management, Document Control and General
- Maintains organized electronic and physical files for Housing Management and assists with scanning tenant files and other departmental records.
- Ensures documents are appropriately named, stored and filed within designated electronic filing systems, and assists with monitoring and organizing departmental shared drives and other electronic records.
- Assists with records retention and destruction processes as directed, and maintains confidentiality and security of sensitive Agency, resident, applicant, employee and program records.
- Identifies missing, outdated or improperly filed documents and brings issues to the attention of appropriate staff.
- Assists with tracking outgoing correspondence and required follow-up and uses discretion when handling sensitive or confidential information.
- Performs other related duties and special projects as assigned.
Education, Training and Experience:Graduation from high school or equivalent. College coursework or an associate degree in business administration, public administration, office administration, housing or a related field is desirable.Two years of progressively responsible administrative, clerical, customer service, office support, property management, housing, public agency or related experience. Experience working in a public agency, housing authority, property management environment or other regulated program environment is desirable.Bilingual English/Spanish language skills are highly desirable.
Knowledge of: Modern office practices, procedures, systems, and equipment. Microsoft Office Suite and other commonly used business applications. Business English, spelling, grammar, punctuation and composition. Records management, electronic filing and document management practices. Professional business writing, editing, and document preparation. Professional telephone, email and voicemail systems and etiquette. Customer service principles and practices. Basic principles of confidentiality and handling sensitive information.Basic mathematical principles and the ability to perform routine calculations.Public agency or housing-related terminology is desirable.
Ability to: Provide professional, respectful and courteous customer service; greet and assist members of the public; exercise good judgment regarding the appropriate routing of questions, complaints, requests and correspondence. Communicate effectively, both verbally and in writing. Screen and direct telephone calls and visitors appropriately. Organize and prioritize multiple assignments and competing deadlines. Work independently while also functioning effectively as part of a team. Maintain accurate records and databases and enter and retrieve information accurately from computer systems. Prepare clear, accurate and professional correspondence and documents, proofread documents and identify errors. Adapt to changing priorities and interruptions while maintaining accuracy, attention to detail, and meeting established deadlines. Follow written and verbal instructions, research information and identify appropriate sources. Learn and effectively use Agency software and information systems. Demonstrate flexibility, patience and tolerance; maintain professionalism, impartiality, objectivity and confidentiality. Establish and maintain professional working relationships with those contacted in the course of work and effectively interact with a diverse population. Respond effectively to individuals who may be upset, frustrated, or experiencing difficult circumstances.
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: Office: open ventilation environment with limited exposure to dust, noise, fumes, odors or chemicals. Field: activities at complexes and public facilities with exposure to inclement weather.
Special Requirements: Must be insurable by HASLOs automobile insurance carrier which requires a valid drivers license and a good driving record. May be required to possess fluency in a language other than English and be knowledgeable of the culture associated with clients speaking that language.
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: 24.03-29.23 Hourly Wage
PI61f55a0aeab2-31181-41994106
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