Housing Program Administrative Specialist (opens in new tab)

POSITION SUMMARY
The Housing Program Administrative Specialist provides day-to-day operational and administrative support to ZeroV's housing team so that Case Managers, Leasing Staff, and Housing Leaders can spend more time serving survivors and staying current on funding opportunities and requirements. All work is carried out within a trauma-informed, survivor-centered framework and in strict compliance with VAWA confidentiality requirements and ZeroV's confidentiality policies.

ESSENTIAL DUTIES & RESPONSIBILITIES
Client Food Orders: Process food order requests from Case Managers and Housing Managers per procedure and approved budgets; place orders, coordinate pickup or delivery, and confirm receipt. Track orders by client ID, program, and funding source for monthly reconciliation, account for dietary needs, household size and cultural needs. Flag spending or budget concerns.

Landlord Relations: Conduct scheduled check-ins with landlords and property managers to identify concerns early (rent, unit condition, lease compliance, renewals); document contacts in Basecamp and route issues to staff. Help coordinate NSPIRE inspections, lease renewal reminders, and rent payment questions; maintain the landlord database (W-9s, payment information, lease dates); and support landlord recruitment and follow-up on new leads.

Unit Location: Assist with unit searches for referred households not yet leased, based on household size, location preferences, safety, and rent reasonableness. Maintain a current, shareable list of available units and willing landlords; confirm availability, screening criteria, and acceptance of rental assistance; and coordinate viewings. Never share information identifying a participant as a survivor or ZeroV client without written, time-limited, informed consent.

Communications & Notices: Answer, screen, and route housing team calls and messages and follow up to completion. Contact clients as directed to schedule appointments, collect documents, and send reminders. Prepare and send referral letters and 90- and 30-day letters on schedule, tracking send dates and filing copies, using approved, trauma-informed, plain-language templates. Log all client and landlord contacts.

Recertifications & Interims (Basecamp): Maintain Basecamp projects, to-dos, and due dates for annual recertifications and interim reexaminations; remind Case Managers ahead of deadlines, flag overdue or at-risk items to the Housing Manager or CHO, and help gather required documents (income verification, lease, household composition).

Records Management (SharePoint): Scan client, landlord, and program documents using established naming conventions and folder structure; confirm scans are complete, legible, and correctly filed; maintain access and permission practices that protect confidential information; and securely store or shred originals per retention policy.

Administrative Support: Support the CHO and Housing Managers with calendars, meetings, agendas, and notes. Prepare and proofread correspondence, reports, and forms; maintain filing systems and complete client file audits; assist with VELA data entry and reporting; and track team deadlines and follow-ups. Assist with monitoring visits, audits, and grant reporting. Order and track supplies and outreach materials, coordinate equipment and facilities issues with the Office Manager, and support training events (venues, registrations, and follow-up materials).

Credit Card Receipts & Expense Coding: Collect receipts from assigned cardholders on schedule and follow up on missing items. Code each expense to the correct program, grant, budget line, and cost category per the chart of accounts, with required backup (receipt, purpose, client ID, approval). Reconcile against monthly statements, submit packets to Finance by deadline, and flag potentially unallowable or misclassified costs.

Other Duties: Other related duties as assigned to support housing program operations.

Required

High school diploma or GED and two (2) years of administrative, office, or program support experience.

Strong organizational skills; able to manage multiple requests and deadlines.

Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn SharePoint, Basecamp, and other databases.

Clear, professional written and verbal communication; strict confidentiality and sound judgment.

Valid driver's license, reliable transportation, and current auto insurance; ability to pass a criminal background check and required registry checks.

Preferred

Experience in nonprofit, housing, property management, or social services, including HUD-funded programs (e.g., Rapid Rehousing, Housing Choice Vouchers) and recertification/interim processes.

Experience with expense coding, receipt reconciliation, or grant-funded budgets, and with SharePoint, Basecamp, or similar tools.

Knowledge of domestic violence dynamics and trauma-informed practice.

Core Competencies

Trauma-informed approach Confidentiality & safety (VAWA; protects survivor location and identity) Attention to detail (audit-ready records and coding) Customer service Initiative & follow-through Teamwork