Administrative Specialist I (Section 8)

Administrative Specialist – Assisted Housing Program Department The Administrative Specialist performs major administrative work for the Assisted Housing Program Department, sets appointments, enters data, processes documents, provides customer service, and otherwise relieves professional staff of administrative work and business details. Routinely interacts and works with clients, owners, and the general public of diverse backgrounds. Work is performed under established policies and office procedures. Essential Duties & Responsibilities Develops correspondence, requisitions, memoranda, and other documents. Screens calls and responds to inquiries from owners, clients, Opportunity Home personnel, and the general public in order to answer general questions regarding housing or refer inquiries to an appropriate source for answers. Assists administrative functions involving the wait list, inspections, informal hearings, and recertifications, to include mailing notifications and appointment scheduling. Transcribes meeting minutes as needed. Maintains appointment calendars, manages meetings, and coordinates office activities as needed. Audits employee payrolls and maintains time and attendance information. Conducts business in compliance with all applicable rules, regulations, policies, and procedures. Reviews documents for validity and accuracy of information; records, files, and distributes related paperwork. Requires and maintains inventory of office supplies and equipment. Demonstrates high confidentiality when dealing with highly sensitive correspondence. Assists as needed with answering phone inquiries or routing calls to appropriate staff. Manages client’s file integrity in accordance with privacy and confidentiality laws and regulations. Maintains a working knowledge of policies and procedures as established by HUD and/or Opportunity Home. Receives and routes incoming mail, prepares outgoing mail, and replies to routine correspondence. Gathers data from files, types reports, and performs daily data entry. Maintains records and develops and maintains filing systems and/or databases as required. Coordinates with managers, committees, and vendors to produce well‑organized events. Accurately reviews and enters data into software and the housing database. Completes all duties as assigned or requested according to operational and procedural guidelines. Participates in Trauma Informed Care (TIC) initiatives and activities to achieve and maintain certification as a TIC organization. Recognizes the importance of data governance and collaborates with data roles daily or project‑wise. Uses Generative AI solutions ethically and responsibly. Other duties as assigned. Behavioral Competencies Values Driven Demonstrates understanding of the values (Compassion, Equity, and Excellence) and embodies them in work and interactions with residents, vendors, co‑workers, supervisors, board members, community members, and other stakeholders. Customer Service Responds with Compassion to the expectations and needs of internal and external customers; friendly and helpful, fostering positive relationships while providing excellent service. Effective Use of Information Communicates important information clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information. Commitment and Continuous Improvement Sets the standard for Excellence by pursuing innovation through systematic experimentation and learning; corrects mistakes, proposes adjustments, and prioritizes long‑term solutions. Teamwork Balances team and individual responsibilities; exhibits Compassion, objectivity and openness, gives and welcomes feedback, contributes to a positive team spirit, supports others’ efforts, and attends team‑building events. Responsiveness and Accountability Demonstrates a high level of Excellence, holds oneself personally responsible; complies with procedures and directives, maintains confidential information, anticipates issues and provides timely resolution. Education High School Diploma or GED Experience One (1) year of administrative, secretarial, and/or clerical work experience. Ability to learn and use cloud applications such as Google GSuite (Chrome, Gmail, Drive, Calendar, Docs, Sheets, Slides) and Microsoft Office 365 (OneDrive, Outlook, Word, Excel, PowerPoint) or equivalent on macOS or Windows. Successful completion of a criminal history background check, education, work history verification, and drug screening test. Preferred Education and Experience Bilingual speaker and writer in English and Spanish. Experience with Lucidchart, Vizio, or equivalent for diagramming and workflow creation. Basic understanding of VPN access to connect to internal systems. License & Certificates Administrative Assistant Certification (CAA), Certified Administrative Professional (CAP), or related certification obtained within 18 months of employment. Texas Class “C” driver’s license at the time of placement and insurable by the organization’s fleet and liability insurance carrier. Ability to earn certifications as required by assigned tasks. Technical Skills Understanding of the agency’s Mission, Vision, and Values. Maintaining effective working relationships with co‑workers, supervisors, and the public. Following verbal and written instructions, and communicating effectively. Knowledge of client service principles, interviewing skills, and techniques. Basic reading, writing, and mathematics skills. Prioritizing multiple tasks and projects with problem‑solving and organization, meeting deadlines. Intermediate computer skills including Microsoft Office, Google GSuite, Mail Merge, and learning new software. Reading, interpreting, and applying HUD rules and SAHA policies. Working independently and in a team with leadership, decision‑making and conflict resolution. Analyzing problems and determining appropriate actions, working with diverse populations. Presenting a professional image at all times. Working in a fast‑paced environment. Record keeping and management knowledge. Physical Demands The employee must remain in a stationary position for extended periods, perform data entry, utilize portals, and communicate by email and telephone. The role requires walking across large properties, climbing stairs, occasionally moving objects up to 25 pounds, and attending on‑site and off‑site meetings. Work Environment The work environment is primarily office‑based with moderate noise. The employee interacts with external and internal clients, may travel to different properties or sites as needed, and works with environmental elements when conducting site visits or events. ADA Statement The organization will make reasonable accommodations to qualified applicants or employees with disabilities, as permitted by law. Ethics As a public agency, the organization expects the highest integrity, professionalism, and honesty from employees, serving the public with concern, courtesy, and responsiveness. Equal Employment Opportunity Statement Opportunity Home is an Equal Opportunity Employer that does not discriminate on any protected characteristic. The organization’s policy applies to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general employment treatment. Disclaimer The above information indicates the general nature of work for this classification and is not a comprehensive inventory of all duties or responsibilities. It is not an employment agreement or contract. Management reserves the right to alter this specification at any time. #J-18808-Ljbffr