Administrative Assistant II

Job Description

Job Description

Title of Position: Administrative Assistant

Immediate Supervisor: Public Housing Project Manager & Accountant

Work location: BCHA Administrative Office

About BCHA - The Mission of the Burleigh County Housing Authority (BCHA) is to serve the population of Burleigh County/City of Bismarck by providing affordable housing opportunities in a safe environment with priority given to special needs populations and forming effective partnerships to maximize social and economic opportunities. The mission shall be accomplished by a fiscally responsible, creative organization committed to excellence in assisted housing programs.

Primary Objectives of this Position:

To assist the Burleigh County Housing Project Manager and Accountant. Administrative Assistant shall serve as backup for these positions during both scheduled and unscheduled absences. Administrative Assistant shall be expected to attend the monthly housing program staff meetings.

IV. Salary & Benefits

The salary for this position is $16.00-$19.50.00 monthly. Employee benefits include: Medical insurance, Life insurance, Long Term Disability, vacation and sick time accrues with years employed, BCHA contributes 11.12% for employee retirement.

I.Housing Program Technician duties with which Administrative Assistant shall assist:

A. Primary Objectives of Position:

1. Assist the Housing Project Manager and Accountant in all work to be performed in day-to-day management of various properties.

B. Major Task Areas:

1. Assist with maintaining occupancy, unit inspection, certification, and recertification of tenants within all federal and state laws, regulations, policies, and procedures which govern Burleigh County Housing Authority (BCHA).
2. Assist with preparing automated and manual reports both monthly and annually as required or as requested by supervisor or the Executive Director.
3. Assist the Housing Project Manager to monitor and process applicant/tenant compliance with lease and program regulations.
4. Responsible for processing vendor invoices, ensuring timely payments, and maintaining accurate financial records. Key duties include verifying invoices, reconciling vendor statements, resolving discrepancies, and handling vendor inquiries.

C. General Duties

1. Attend meetings, training, seminars, etc. at the direction of supervisor for purposes of gathering or sharing information with a report to be given to supervisor.
2. Monitor performance of program and lease requirements and ensure consistent application of policies and procedures.
3. Coordinate inspections and unit prep schedule as well as showing units to potential tenants.
4. Generate work orders and/or keep Maintenance Supervisor informed regarding trespass notice, damages, or other areas or concern based on Security Reports.
5. Prepare correspondence related to the performance of duties and tasks required by this position.
6. Document and report to supervisor any conditions or problem areas which interfere with the most efficient workflow within the scope of this position.
7. This position has authority to access clerical support from the Secretary and/or Receptionist in work required by this position.

8. Other duties as assigned by Supervisor.

II. Knowledge and Skill Requirements:

1. Knowledge of federal laws and regulations pertaining to Multifamily, Public Housing, LIHTC (Low Income Housing Tax Credit) and other various HUD-administered programs preferred.
2. Knowledge of administrative practices and procedures.
3. Ability to communicate effectively either orally or in writing with groups and individuals.
4. Ability to manage and resolve conflicts with clients, agencies, etc. and abide by Fair Housing laws.
5. Ability to read and analyze complex material.
6. Willingness to follow both verbal and written instructions from Housing Project Manager and Accountant in addition to instructions from Executive Director, as described in this job description.

III. Minimum Qualifications

1. 3-5 years office experience.

2. Computer, data entry skills, and Excel experience.

3. Bondable.

4. Accuracy in work.

5. Dependable, trustworthy, neat appearance.

IV. Physical Requirements for an Office Assistant

1. Ability to remain in a stationary position (seated or standing) for extended periods while working at a computer or desk.

2. Ability to move about the office to access files, office equipment, and interact with staff and visitors.

3. Ability to lift, carry, or move items such as office supplies, files, or small equipment—typically up to 20 pounds.

4. Ability to operate standard office equipment, including computers, phones, copiers, scanners, fax machines, and postage machines.

5. Ability to communicate clearly in person, over the phone, and in writing.

6. Ability to use hands and fingers for typing, filing, and other repetitive motions involved in office tasks.

7. Ability to see and read printed or electronic documents, and to hear and respond to conversations and inquiries.

8. Ability to occasionally bend, reach, crouch, or twist to access files, supplies, or equipment.

V. Disclaimer Clause

This job description is not intended and should not be construed to be a complete list of all responsibilities, duties, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of those principal job elements essential to making fair pay decisions and for determining job performance.

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