Administrative assistant

Under the direction of the Chief Operating Officer (COO), the Administrative Assistant provides high-level administrative and operational support to ensure the efficient functioning of the Public Housing, Housing Choice Voucher (HCV), and Project-Based Voucher (PBV) programs. This position serves as a key point of coordination between departments, residents, program participants, community partners, and executive leadership. Approximately 60% of the position's responsibilities support Public Housing administrative operations, with the remaining 40% dedicated to administrative support for HCV and PBV programs. The incumbent performs a variety of administrative, clerical, reporting, recordkeeping, customer service, and HUD compliance-related duties in accordance with Agency policies and procedures, HUD regulations, federal requirements, and applicable local laws. The successful candidate must be highly organized, capable of handling multiple deadlines and competing priorities simultaneously, exercise discretion when handling confidential information, and maintain professionalism when interacting with residents, stakeholders, vendors, and staff at all organizational levels. This position is required to work in-office on Mondays, Wednesdays, and Thursdays from 8:00 a.m. to 5:00 p.m.

ESSENTIAL JOB FUNCTIONS

Duties include, but are not limited to, the following: Executive and Administrative Support Provides direct administrative support to the Chief Operating Officer, including managing calendars, scheduling meetings, preparing correspondence, maintaining files, and coordinating departmental communications. Assists with the preparation, compilation, and distribution of reports, presentations, agendas, meeting materials, and executive-level correspondence. Maintains calendars for departmental activities, HUD-related deadlines, audits, inspections, and reporting requirements. Coordinates meetings, training sessions, resident meetings, and special projects as directed by the COO. Tracks multiple assignments and deadlines across Public Housing, HCV, and PBV programs and follows up with staff to ensure timely completion. Processes incoming correspondence, emails, and phone calls, prioritizing items requiring executive attention and directing matters to the appropriate department or staff member. Maintains confidential records and sensitive information with a high degree of discretion and professionalism. Public Housing Administrative Support (Approximately 60%) Answers resident inquiries regarding Public Housing policies, procedures, leasing requirements, and recertification processes or directs inquiries to the appropriate staff. Assists with resident communications, notices, correspondence, lease‑related documentation, and administrative follow‑up activities. Maintains Public Housing waitlists, resident files, and electronic records in accordance with Agency procedures and HUD requirements. Utilizes Yardi and other Agency systems to monitor recertifications, interim adjustments, inspections, work orders, and resident‑related activities. Assists staff with scheduling annual and interim recertification appointments and maintaining required documentation. Supports file preparation and organization for audits, quality control reviews, management reviews, and HUD monitoring activities. Tracks and maintains Public Housing reports and records, ensuring timely submission and retention in accordance with HUD regulations and Agency policies. Assists with resident move‑in, move‑out, orientation, and related administrative processes as directed. Maintains compliance with HUD record retention requirements and ensures files are organized, complete, and readily accessible. HCV and PBV Administrative Support (Approximately 40%) Provides administrative support for Housing Choice Voucher (HCV) and Project‑Based Voucher (PBV) operations. Assists with participant correspondence, scheduling appointments, processing forms, and maintaining electronic and physical program files. Supports voucher issuance, recertification, portability, inspections, and participant communications through administrative coordination and record maintenance. Maintains waiting list records and updates participant information as directed by program staff. Assists with collecting, organizing, and tracking required documentation related to participant eligibility, income verification, and program compliance. Prepares reports, spreadsheets, and supporting documentation for HCV and PBV management activities. Assists with HUD reporting requirements by maintaining organized records and documentation. General Responsibilities Answers incoming calls, assists callers, and directs inquiries to the appropriate staff member or agency representative. Documents communications and maintains accurate records within Agency systems, including Yardi. Maintains effective working relationships with residents, participants, vendors, community partners, and Agency staff. Responds to confidential and sensitive matters with tact, diplomacy, and professionalism. Assists with special projects, departmental initiatives, and administrative assignments as directed by the COO. Translates written or verbal communication between customers and staff when applicable. Bilingual Spanish speaking candidates are preferred but not required. Maintains accountability for the ethical use and safeguarding of Agency materials, records, technology, and resources. Performs other related duties as assigned.

REQUIRED SKILLS, EDUCATION, AND EXPERIENCE

Education and Experience Associate degree in Business Administration, Public Administration, Office Administration, Human Services, or a related field required. Bachelor's degree preferred. Minimum of three (3) years of progressively responsible administrative support experience, preferably in public housing, affordable housing, government, nonprofit, or regulatory environments. Equivalent combinations of education and experience may be considered. Knowledge, Skills, and Abilities Demonstrated ability to manage multiple deadlines, competing priorities, and projects in a fast‑paced environment. Strong organizational skills with exceptional attention to detail and accuracy. Ability to work independently while exercising sound judgment and initiative. Excellent verbal, written, proofreading, and interpersonal communication skills. Ability to maintain strict confidentiality and handle sensitive information appropriately. Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams. Experience creating reports, tracking spreadsheets, presentations, and meeting materials. Ability to learn and effectively utilize Yardi and other housing management software systems. Bilingual (Spanish‑speaking) preferred but not required. Ability to establish and maintain effective working relationships with residents, participants, management, and external stakeholders.

WORK SCHEDULE

Standard work schedule: Monday, Wednesday, and Thursday from 8:00 a.m. to 5:00 p.m. Additional attendance at meetings, training sessions, or Agency events may be required as needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this position, the employee is regularly required to communicate effectively, sit for extended periods, use a computer and standard office equipment, and occasionally lift or move materials weighing up to 25 pounds. The work environment is primarily an office setting with a moderate noise level.

SUPERVISORY RESPONSIBILITY

None

TRAVEL

May be required between Affordable Housing communities within the City of Daytona Beach

DISCLAIMER STATEMENT

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned. Housing Authority of the City of Daytona Beach provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class. In addition to federal law requirements, The Housing Authority of the City of Daytona Beach complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. Housing Authority of the City of Daytona Beach expressly prohibits any form of workplace harassment based on race, color, religion, gender identity or expression, national origin, age, disability, genetics, or veteran status, as well as any other protected class. The Housing Authority of the City of Daytona Beach #J-18808-Ljbffr The Housing Authority of the City of Daytona Beach