Administrative Assistant

HOUSING AUTHORITY OF SAVANNAH - Savannah, GA4.2

Full-time
POSITION SUMMARY:
The employee in this position is responsible for performing secretarial, clerical, and administrative duties for a tax credit/public housing community rental office. Calculates rents; processes new residents for occupancy into apartments; processes reports and notices; and performs standard receptionist duties. Assures that rent calculations and residency processing complies with HUD and Low-Income Housing Tax-Credit program guidelines. Operates personal computer to collect, compile, organize, and report data. In addition, perform a variety of administrative assignments that require the application of judgment and initiative based on knowledge gained through experience. Position also requires the efficient use of Yardi, Microsoft Office applications including, but not limited to, Word, Excel and Outlook.

ESSENTIAL JOB FUNCTIONS

1. Serve as first point of contact with community members and potential clients
2. Types correspondences, reports, forms and other materials from typed or handwritten copy. Work requires responsibility for spelling, punctuation, grammar and format. Work is performed through the use of a word processing system.
3. Composes letters, memorandums and reports using established formats and content as guides.
4. Screens calls and visitors; answers inquiries; provides information.
5. Receives and greets visitors.
6. Ability to provide assistance and guidance to Housing Authority of Savannah staff and residents in the absence of the Manager.
7. Ability to work independently with consultants, residents and other entities to ensure required and appropriate management of grants.
8. Accepts housing applications, reviews application for completeness, and establishes and maintains files of applications; enters applicant data into master computer database.
9. Sends notices to update applicant information; prepares letters for interviews, hearings, verifications and rejections; prepares general correspondence to applicants.
10. Assists with applicant hearing preparations, and records minutes of hearings.
11. Processes background checks and related inquiries.
12. Ability to develop and maintain computerized tracking systems for vacancy and rental turnaround; and occupied unit inspections.
13. Reviews and verifies records and reports to insure that required information is provided and is correct.
14. Maintains records and files for the department.
15. Maintains current budget for program and project.
16. Maintains supervisor's calendar and makes appointments as instructed.
17. Operates office machines and equipment including the operation of a personal computer.
18. Assists supervisor with completing required HUD documentation.
19. Performs related work as required.

REQUIRED KNOWLEDGE AND ABILITIES:
1. Knowledge of the general operations and procedures of low-income mixed-finance rental communities..
2. Knowledge of maintaining financial records and budgets.
3. Knowledge of various federal regulations and policy on admissions and continued occupancy.
4. Knowledge of office practices, materials, equipment and procedures.
5. Knowledge of business English, spelling and arithmetic.
6. Knowledge of the laws, regulations and policies of the department.
7. Skill in the operation of a personal computer and various word processing and spreadsheet programs.
8. Skill in the operation of a typewriter, calculator and other business machines.
9. Ability to establish and maintain effective filing systems and clerical procedures.
10. Ability to understand and follow quickly and accurately written and oral instructions.
11. Ability to compile data and to write clear and comprehensive reports.
12. Ability to establish and maintain effective relations with other employees.
13. Ability to meet and deal tactfully and courteously with the public.
14. Ability to use discretion in the handling of confidential information.
15. Ability to work in less than ideal conditions, e.g. noise, etc.

PHYSICAL REQUIREMENTS:
Must be physically able to operate a variety of automated office machines including computers, copiers, printers, facsimile machine, telephone, etc. Must be able to work, move, or carry objects or materials such as files, computer printouts, reports, calculator, pencils, legal pads, etc.

MINIMUM EDUCATION, TRAINING, AND/OR EXPERIENCE:
Graduation from an accredited high school with two years of college or business school with course work in business, office management, or related field and two years of experience; or an equivalent combination of education and experience which meets the required knowledge and abilities. Proficiency in word processing required. Experience in public housing rent calculation and low-income housing tax-credit compliance is a plus.

SPECIAL REQUIREMENTS:
1. Possession of a valid driver's license.
2. Able to be covered under the Housing Authority's fidelity bond.