Administrative Assistant (Resident and Strategic Initiatives)

Columbia Housing Authority

Columbia, SC 29204, USA

Published: 6/14/2022

Full Time

Job Description

COME AND JOIN THE CH TEAM

BECAUSE

OUR WORK MAKES A DIFFERENCE!!!

Columbia Housing offers a very generous benefits package, including:

Health
Dental
Vision
Term Life Insurance
Long-term disability
Flexible Spending Accounts
State Retirement*
401K and 457 Plans
Annual Leave Accrual
Sick Leave Accrual
13 paid holidays
FREE gym membership
Alternative Work Schedule Options (including a 4-day workweek), if applicable
Employee Assistance Program
Apprenticeship Opportunity, if applicable

Salary Range: $36,200 ($17.40 hourly) $42,500 ($20.43 hourly) $48,800 ($23.46 hourly)

Summary

The primary purpose of this position is to support all activities of the Resident and Strategic Initiatives Department. The incumbent will perform a wide variety of administrative tasks including the processing of requisitions and invoices for payment in the DocuWare system; manage schedules for various activities within the department; prepare general correspondence; assist with the Homeless Programs system, tenant rent payments and coordination with vendor issues.

All activities must support Columbia Housing’s (“CH”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

Manages data entry for the Homeless Programs HMIS System. Ensure that data is input into the system accurately and expeditiously.
Processes tenant rent payments and manages rent ledger for CoC Program participants. Prepares monthly statements for tenants and past due reports for management.
Responsible for submitting invoices and requisitions for payment using the DocuWare electronic invoice tracking system. Monitors requisitions submitted by the department and invoices received and assures that all documents are coded and approved at each appropriate supervisory level.
Handles payment inquiries from vendors coordinating closely with accounts payable and finance staff to assure timely payments of invoices.
Collects receipts from purchase/credit card purchases and reconciles with the monthly statement to confirm only approved purchases were made with credit/purchase cards.
Orders cleaning supplies; office supplies and other items as directed; assures delivery to the appropriate locations.
Prepares, proofreads and processes a variety of documents and forms including general correspondence, reports, schedules and memoranda from rough drafts or verbal instructions. Attends various meetings; prepares sign-in sheets; takes notes and prepared minutes as needed.
Provides assistance and information to the general public or other staff regarding CH activities and programs, processes, policies and procedures.
Serves as the gatekeeper for the Resident and Strategic Initiatives Dept. Maintains positive communications and customer relations. Responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations. Answers phones and directs calls appropriately; greets clients and visitors; logs a variety of documents that are delivered.
Provides customer service to applicants, owners, and their agents; answer incoming calls and respond to messages, responds to inquiries regarding program information, admissions process, application status, rent payments and escalating matters as needed.
Monitors entrances and provides visitors with access to the building with the use of the monitoring camera system. Ensures that all visitors are signed in and out according to the agency’s standard operating procedures and/or policy.
Performs computer data entry of information from various sources including applications and forms; generates batch correspondence; verifies data for accuracy and completeness.
Provides assistance and information to the general public or other staff regarding CH activities and programs, processes, policies and procedures.
Performs a variety of record-keeping duties including researching files, purging files, and filing documents.
Maintains logs and statistical records, scans large volumes of documents into the computer systems for electronic imaging. Receives, sorts and distributes incoming and outgoing correspondence.
Orients other staff to the processes and procedures of the tasks performed in this classification.
Assist with housing search activities; submit funding request for the Emergency Housing Voucher (EHV) and Foster Youth to Independence (FYI) applicants such as assistance with paying outstanding utility bills, moving fees, application fees etc.; maintain applicants’ data in the HMIS system; provide transportation for tenants to see units, if needed; Input new applicants onto the EHV and FYI waiting lists; provide administrative assistance to the Housing Specialist processing the leasing documents.
Other duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of CH. Uses appropriate judgment & decision making in accordance with level of responsibility.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Job Competencies

Knowledge of standardized office practices and procedures and record-keeping methods.
Basic knowledge of housing assistance programs administered by CH and of the, regulations, requirements, and guidelines.
Operational features and functionalities of telephone systems and customer services principles.
Knowledge of office procedures and methods.
Proven ability to effectively work independently and in a team environment with colleagues.
Ability to manage several tasks simultaneously while working under pressure to meet deadlines.
Independently organize own work and set priorities to meet the requirements of the position.
Knowledge of safe workplace principles and practices.
Proper telephone etiquette and procedures.

Education and/or Experience

High School Diploma or GED and a minimum of one (1) year of experience performing responsible clerical duties is required. An equivalent combination of education and experience may be considered. A valid SC driver’s license is required for this position and candidate must have the ability to be insurable under CH’s automobile insurance plan at the standard rate.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate

Columbia Housing is a Section 3 Compliant Employer

Columbia Housing is an Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, political affiliation, marital status or veteran status.