Administrative Specialist I (Section 8)

Administrative Specialist

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 and responsibilities include developing correspondence, requisitions, memoranda, and other documents; screening calls and responding 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; assisting administrative functions involving the wait list, inspections, informal hearings, and recertifications, to include mailing notifications and appointment scheduling; transcribing meeting minutes as needed; maintaining appointment calendars, managing meetings, and coordinating office activities as needed; auditing employee payrolls and maintaining time and attendance information; conducting business in compliance with all applicable rules, regulations, policies, and procedures; reviewing documents for validity and accuracy of information; recording, filing, and distributing related paperwork; requiring and maintaining inventory of office supplies and equipment; demonstrating high confidentiality when dealing with highly sensitive correspondence; assisting as needed with answering phone inquiries or routing calls to appropriate staff; managing client's file integrity in accordance with privacy and confidentiality laws and regulations; maintaining a working knowledge of policies and procedures as established by the U.S. Department of Housing and Urban Development (HUD) and/or Opportunity Home; receiving and routing incoming mail, preparing outgoing mail, and replying to routine correspondence; gathering data from files, typing reports, and performing daily data entry; maintaining records and developing and maintaining filing systems and/or databases as required; coordinating with managers, committees, and vendors involved to produce well-organized events; accurately reviewing and entering data into software and the housing database; completing all duties as assigned or requested as outlined in operational and procedural guidelines; participating in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization; recognizing the significance of a data-driven organization that adheres to expanded policies and practices in the area of data governance; learning the distinct and different roles to include: Data Trustee, Data Domain Stewards, Data System Custodians, Data Stewards, and Data Users; effectively collaborating with the various data roles as needed on a daily basis or in a project capacity; using Generative AI solutions ethically and responsibly; and other duties as assigned.

This position requires the incumbent to exhibit the following behavioral skills: Values Driven, Customer Service, Effective Use of Information, Commitment and Continuous Improvement, Teamwork, Responsiveness and Accountability.

Typical qualifications include a high school diploma or GED, one (1) year of administrative, secretarial, and/or clerical work experience, the ability to learn and use cloud applications such as the Google GSuite applications, successful completion of a criminal history background check, education, work history verification, and drug screening test, and administrative assistant certification (CAA), certified administrative professional (CAP), or related certification obtained within 18 months of employment. Preferred education and experience include bilingual speaker and writer in English and Spanish, ability to learn cloud technologies such as LucidChart for diagram, workflow, and chart drawing, experience with Vizio or equivalent, and basic understanding of Virtual Private Network (VPN) access to connect to internal business systems. Technical skills include understanding the agency's Mission, Vision, and Values, ability to maintain effective working relationships, ability to follow verbal and written instructions, knowledge of client service principles and practices, understanding of basic reading and writing skills and mathematics, skill in assessing and prioritizing multiple tasks, projects, and demands with excellent problem-solving and organizational skills, intermediate working knowledge of computer software, skill in reading, interpreting, and applying HUD rules and regulations and SAHA policies and procedures, ability to work independently and in a team, ability to analyze problems and determine appropriate courses of action, ability to work with a diverse population, ability to project a professional image at all times, and ability to work in a fast-paced environment. Physical demands include remaining in a stationary position, sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, attending onsite and offsite meetings, ability to walk large properties and climb stairs, and occasionally transporting up to 25 pounds. Work environment includes office environment with moderate noise level and high level of interaction with external/internal clients, and outside environment subject to environmental elements when conducting visits to various sites or participating in outside events. ADA statement and ethics are also included.