Administrative Support Specialist

Description

Summary

The primary purpose of this position is to perform a variety of tasks by providing clerical assistance in order to support the day-to-day business of Authority operated properties and departments.

All activities must support the Biloxi Housing Authority (“BHA” or “Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The following is a listing of the key duties and responsibilities of this position, and the skills, experience and knowledge required for the employee in this position. The listed duties should not be considered as a complete listing of all the work requirements, but a representative listing of the key duties of the position. Additional tasks to those listed below may be required, and individuals holding this position may be required to work in other areas of the housing authority to equalize or balance the workload, cover absences, or for other business needs of the Authority.

1. Greets housing residents, applicants and the public with professional courtesy, tact, and respect; receives and responds to inquiries (telephone and in-person) from applicants, residents, landlords, and community organizations when appropriate.
2. Shows vacant units to applicants and provides applicants with information about the apartment, community, amenities and other information.
3. Provides customer service to residents, answers incoming calls from the general public, and responds to inquiries regarding housing status and program information.
4. Schedules and assists with conducting re-certifications; prepares and processes required forms; ensures accuracy of client’s information; updates records with new information; prepares reports related to completed recertification.
5. Assists in preparation for compliance review-related functions, such as preparing annual certification packets, conducting face-to-face certification reviews, locating missing records, auditing resident files, or assisting in preparing eviction notices.
6. Generates, reviews and sends a variety of letters, forms and reports; proofreads documents to ensure consistency in formatting and proper grammatical usage; duplicates, collates, and prepares correspondence for distribution; maintains all files for assigned site.
7. Receives, sorts, and distributes mail in a timely and accurate manner.
8. Maintains a supply of various forms and flyers for residents and the general public; receives, sorts, and distributes incoming/outgoing correspondences and mail in a timely and accurate manner; maintains and fulfills supply needs by checking stock to determine inventory levels.
9. Assists Community Manager by researching and obtaining necessary documentation or data when requested; completes special projects related to housing management activities as needed.
10. Provides clerical and administrative support to the Finance Department, including telephoning, mailing, filing and basic data entry as assigned.
11. Assists other departments as requested.
12. Other related duties as assigned.

Requirements

Minimum Education and/or Experience

1. High school diploma or general education degree (GED) required, some college coursework preferred.
2. Two years of clerical administrative experience, preferably relating to property management.
3. Any equivalent combination of education, training, and experience, which, in the sole determination of the Housing Authority, provides the required knowledge and abilities, may be considered sufficient.