Administrative Support Specialist

Summary

The Administrative Support Specialist provides day-to-day administrative and customer service support for the Rental Assistance Program. This position serves as a frontline point of contact for participants and property owners while providing administrative assistance to Housing Specialists and department management.

This position helps ensure communications, documentation, appointments, and departmental requests are handled accurately, professionally, and in a timely manner. The individual will be handling a high volume of communications and documentation while understanding the responsibilities and boundaries of the position and referring case-specific or complex matters to the appropriate Housing Specialist or management staff.

Essential Job Functions

• Serve as a frontline point of contact for participants and property owners by telephone, email, and in person.
• Respond to routine participant and property-owner questions and provide general information regarding program processes and documentation requirements.
• Monitor departmental email inboxes, respond to routine inquiries, and ensure messages are addressed promptly.
• Forward questions or concerns that cannot be resolved administratively to the appropriate Housing Specialist or management staff for review and follow-up.
• Scan, index, upload, and maintain participant and property-owner documents in OnBase and other electronic filing systems.
• Maintain accurate and organized electronic records in accordance with agency procedures.
• Prepare, review, and process rental assistance documents for accuracy and completeness.
• Track outstanding documentation and communicate reminders as directed by Housing Specialists.
• Assist with scheduling appointments, meetings, and other departmental activities.
• Maintain professional communication with participants, property owners, Housing Specialists, management, and other internal departments.
• Maintain confidentiality of participant, property-owner, and agency information.
• Provide general administrative support to Housing Specialists and department management.
• Perform other duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Adheres to EDEN Inc.'s core values of communication, teamwork, respect, empowerment, humor, skill development, and trust during all activities and presentations to meet agency, department, and individual goals.
• Adheres to EDEN Inc.'s policies and procedures.
• Strives to improve work processes within and across agency departments.
• Meets or exceeds the expectations of internal and external customers.
• Is accountable for the results of work conducted on individual and collaborative levels.
• Adheres to ethical, confidential and professional standards and requirements of federal and state laws, as well as the policies of licensing and credentialing boards and funders.

Qualifications

The ideal candidate should possess strong administrative, organizational, communication, and customer service skills and be comfortable working in a fast-paced environment with frequent interaction with the public.

Education and Experience

• High school diploma or equivalent required.
• Previous experience in administrative support, customer service, office administration, social services, housing programs, property management, or a related environment is preferred.
• Experience working with electronic document-management systems, databases, or case-management systems is highly preferred.

Knowledge, Skills and Abilities

• Proficiency with basic computer applications, including Microsoft Outlook, Word, and other office software.
• Ability to learn and effectively use agency systems, including OnBase and other electronic filing or program-management systems.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to maintain accurate records and appropriately handle confidential information.
• Ability to interact professionally and courteously with participants and property owners.
• Ability to manage multiple tasks and changing priorities.
• Ability to work independently and as part of a team.
• Ability to recognize matters requiring additional review and appropriately refer them to a Housing Specialist or management.

Certifications, Licenses, Registrations

None

PHYSICAL DEMANDS

While performing the duties of the job, the employee is regularly required to sit; stand; walk; talk or hear, in person, in meetings, and by telephone; use hands to handle, feel, or operate standard office equipment; use fingers to type; reach with hands and arms; climb stairs; and occasionally perform other motions including bending, stooping, pushing, and pulling. The nature of the work requires the ability to lift up to 25 lbs. As per EDEN Inc.'s policy, EDEN will reasonably accommodate qualified individuals with disabilities unless the accommodation would impose an undue hardship.

WORKING CONDITIONS

The job's duties are performed at headquarters. The majority of work is performed in a climate controlled general office environment with minimal to moderate noise. Hours of work may exceed normal business hours during peak periods. Potential job conditions include eyestrain from extensive computer use, moderate noise levels, and interacting with formerly incarcerated individuals and people with disabilities including infectious diseases.