Administrative Assistant-Property Management

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 – Property Management provides administrative, clerical, and customer service support for the Scattered Sites and Property Management Department. This position supports daily operations by assisting management and maintenance staff, maintaining records, preparing reports, and serving as a point of contact for residents, applicants, vendors, and the public in accordance with OHA policies and applicable regulations.

Essential Functions

Customer Service & Communication

• Answer telephones, greet visitors, and provide accurate information and assistance to residents, applicants, vendors, and the public in a professional manner.
• Provide appropriate forms, instructions, and referrals to applicants, residents, and visitors as needed.
• Maintain confidentiality of tenant information, files, and correspondence in compliance with OHA policies and applicable laws.

Administrative & Office Support

• Prepare, process, and distribute correspondence, tenant notices, reports, and other materials for the Senior Property Manager and Property Management staff.
• Develop, maintain, and organize departmental files and records in accordance with OHA record‑keeping requirements.
• Schedule meetings and appointments for Property Management staff; prepare materials and information needed for meetings with residents, applicants, directors, or staff.

Property Management & Reporting Support

• Assist with work order creation, tracking, data entry, and closure; support organization of work order documentation.
• Assist with preparation of budget reports, vacancy reports, month‑end reports, and work order productivity reports.
• Process and apply rent payments; prepare 30‑day violation notices, Tenant Accounts Receivable (TARS) reports, and assist with rent collection processes as directed.
• Assist with scheduling and coordination of vendors with Property Management and Maintenance staff.

Policy Knowledge & Compliance

• Maintain working knowledge of OHA policies and procedures, including Admissions and Continued Occupancy Policies (ACOP), and communicate information clearly to residents, applicants, and visitors.
• Perform assigned duties in compliance with HUD regulations, OHA policies, and applicable federal, state, and local requirements.

Additional Responsibilities

• Respond to telephone and email inquiries related to Scattered Sites and Property Management operations.
• Assist with special projects and provide support in other areas of the Property Management Department as assigned.
• Occasionally work evening or weekend hours, particularly during emergencies or operational needs.
• Perform other duties as required or assigned.

Qualifications

• High school diploma required; Associate’s degree in a related field preferred.
• Three (3) years of office or administrative experience required, including customer service experience.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Knowledge of business English, spelling, and punctuation; ability to follow oral and written instructions.
• Ability to establish and maintain effective working relationships with residents, coworkers, consultants, and contractors from diverse socio‑economic backgrounds.
• Will possess and maintain a valid driver’s license, acceptable driving record, and be insurable under OHA auto insurance policy.

Working Conditions

Work is performed in an office setting with frequent public contact. Exposure to normal office conditions including dust, odors, fumes, and moderate noise levels.

Abilities

Ability to sit, stand, and walk up to 100% of the time; stoop, squat, push, pull, and type up to 25% of the time; and move objects weighing up to ten (10) pounds up to 33% of the time.

Equipment Operation

• Computer
• Telephone
• Copier
• Calculator

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.