Administrative Assistant - Housing Compliance

Department: Human Resources, Professional Development & Compliance

Reports To: Assistant Director Human Resources

Summary

Assisting the Housing Compliance Coordinator in ensuring the quality of client and data files by reviewing/auditing a sample of files and computer reports to assure that they are in compliance with federal requirements and regulations. Receive and review allegations of fraud and program abuse. Maintain written records of investigation and conclusions, conduct hearings, and maintain repayment records. Perform all clerical duties in support of the Housing Compliance and Human Resources Staff.

Essential Job Functions

Under immediate supervision performs a variety of routine clerical duties in support of Housing Authority office and staff operations. Provides responsive and efficient customer service to the general public.

1. Coordinate office services and assist supervisor and other staff with administrative functions
2. Answer incoming telephone calls and respond to caller or refer to appropriate person
3. Coordinate meetings by reserving meeting room, preparing agenda and related documents, and notify participants scheduled to attend meeting
4. Prepare routine letters and reports in accordance with established procedures
5. Receive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staff
6. Assist with accounts payable by handling bills and invoices in accordance with established procedures
7. Attend meetings as needed
8. Maintain files in accordance with established procedures, including confidential files
9. Manage and facilitate the agency’s ongoing effort to recover dollars overpaid to both Section 8 Participants/Landlords and under paid by Public Housing Residents.
10. Review and schedule informal hearings for THA Section 8 Recipients

Hearing Administration

1. Review and schedule all hearings.
2. Create/file /Mail Hearing notices for hearings.
3. Update hearing schedule file.
4. Create/file /Mail Results Letters for hearing held the prior Thursday.
5. Following up on outstanding hearing results.
6. Create/file /Mail Clearance letters and contingency follow ups.
7. Contingency follow up – Repayments, Re-briefings, supporting documents.
8. Create/file /Mail Grievance notices.
9. File/upload audio recordings for all hearings.
10. File Vision Notice board and Task Management-
11. Adding client’s name/ numbers to hearing schedule

Knowledge, Skills, and Abilities

1. Knowledge of modern office practices, procedures, systems, and equipment including computers and software
2. Knowledge of organizational policies and procedures including personnel policies
3. Knowledge of business English, spelling, arithmetic, and departmental terminology
4. Ability to set priorities, plan and implement activities to maximize efficiency
5. Ability to provide information in a courteous diplomatic manner
6. Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence
7. Ability to operate standard office equipment such as computer, calculator, copy machine, fax machine, telephone system, etc.
8. Ability to maintain a variety of files and records, and to answer questions from the records
9. Ability to accept, receive and/or collect payments; prepare and/or process purchase orders; establish/maintain inventory.
10. Ability to establish and maintain effective working relationships with officials, other employees, residents, and the general public
11. Ability to communicate effectively, both orally and in writing
12. Ability to work in a responsive environment where co-workers or citizens present problems for resolution and incumbent is responsible for creating an individual solution for the issue.
13. Skill in the use of computer software to facilitate efficient completion of tasks and obtaining information
14. Skill in planning and organizing meetings
15. Skill in dealing with people in a diplomatic manner

Minimum Qualifications

• Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one (1) year of college in Business Administration.
• Strong MS Excel or Database knowledge
• Requires one (1) year of experience in an office environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
• Ability to speak and translate Spanish preferred.
• Other: Valid Florida Driver’s License

Insurable under the agency’s insurance policy

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.