Administrative Assistant-Housing Operations

Job Description

Job Description

Join Our Team at the Omaha Housing Authority!

Are you passionate about making a real difference in the community? Do you thrive in a collaborative and supportive environment? The Omaha Housing Authority (OHA) is looking for a dynamic Administrative Assistant to assist our team, manage our properties, and help us fulfill our mission of providing safe and affordable housing.

About Us

Founded in 1935, the Omaha Housing Authority is a nonprofit government agency committed to enhancing the quality of life for low and moderate-income individuals. With over 2,700 public housing units and up to 4,300 Housing Choice (Section 8) Vouchers, we work diligently to ensure our residents have access to safe, sanitary, and affordable housing.

Why Work with Us?

We offer a comprehensive benefits package that includes:

• 17 paid holidays, including your birthday, a floating holiday, and a self-care day
• 12 days of vacation and 12 days of sick leave per year
• Medical, dental, and vision benefits start the 1st of the month following date of hire
• Life Insurance, Health & Dependent Care FSA, MetLife Voluntary Insurance, and Pet Insurance
• 401(a) retirement plan with a 5.5% match and 457 compensation plan

Our Core Values

• Teamwork: We work together to achieve our goals.
• Welcoming: We create a supportive and inclusive environment.
• Actively Listen: We focus, clarify, and communicate next steps.
• Diverse, Inclusive & Equitable: We embrace all identities and backgrounds.
• Exceptional: We strive for excellence in all we do.
• Self Care: We believe in the well-being of our team and ourselves.
• Share Power: We empower each other and our community.
• De-Escalation: We manage conflicts calmly and effectively.
• Team Spirit: We work together to achieve our goals.

Salary Range

$17.53 - $23.67 per hour

Job Function:

The Administrative Assistant provides administrative support and customer service related to the Housing Operations.

Essential Functions

• Answer phones, direct calls, and assist residents and the public that come to the CO building.
• Process a variety of correspondence, reports, and other materials for the Housing Operations staff.
• Develops and maintains department file/records system to include uploading and maintaining SharePoint files for inspections, certifications, etc.
• Assist with work order/purchase order creation, closure, organization, or data entry.
• Assist with the review of budget reports, vacancy and month end reports, and work order productivity reports for HUD submissions and Housing Operations Scorecards.
• Assist with the scheduling and coordination of vendors with Housing Operations staff.
• Maintain adequate supply of office supplies.
• Maintain confidentiality of tenants, files, correspondence, etc. per OHA policies.
• Must clearly understand all aspects of the policies and procedures of OHA, including, OHA admissions and continued occupancy policies. Must have the ability to effectively communicate this to applicants, residents, and visitors.
• Prepares appropriate information necessary for meetings with directors, applicants, residents, and/or staff members.
• Schedule meetings for Housing Operations staff with applicants, residents, or other OHA departments when applicable.

Additional Responsibilities

• May respond to telephone and email inquiries concerning all properties.
• May assist with special projects.
• May occasionally work evening and weekend hours, especially in emergency situations.
• May work in other areas of Housing Operations as directed.
• Perform other duties as required or assigned.
• Prepare or locate documents for Legal Department for Notices/Evictions, Court Hearings

Qualifications

• High School graduate / Associate’s Degree in a related field is preferred .
• The position requires 1-2 years of office experience to include administrative experience. Customer service experience required, and excellent computer skills required.
• Must have a thorough knowledge of Business English, spelling, and punctuation.
• Must be proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to understand oral and written instructions.
• Must possess and maintain a driver’s license and a good driving record. Must be insurable under the OHA auto insurance policy.
• Ability to establish and maintain effective working relationships with residents, co-workers, consultants, and contractors; ability to communicate with people from a broad range of socio-economic backgrounds.

Working Conditions

Work is performed in an office setting amid normal conditions of dust, odors, fumes, and noises and involves considerable public contact.

Abilities

• Ability to sit, stand, and walk up to 100% of the time; and reach stoop, squat, push, pull, and type up to 25% of the time.
• Ability to move objects weighing up to ten (10) pounds up to 33% of the time.
• The noise level in the work environment is usually moderate.

Equipment Operation

Any one position may not use all the tools and equipment listed nor do the listed examples comprise all the tools and equipment that may be used in positions allocated to this classification)

• Computer
• Telephone
• Copier
• Calculator
• Facsimile Machine

OHA is Committed to Equal Opportunity

Omaha Housing Authority is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristics protected by federal, state or local laws.

If you need a reasonable accommodation to complete the online application or have a question about your application, please contact the Human Resource Department.