Housing Administrative Assistant/Receptionist

*Job Overview*

We are seeking a dedicated and organized Receptionist/Administrative Assistant to join our team. This role is essential in providing exceptional clerical support and ensuring smooth operations within our office. The ideal candidate will possess strong communication skills, a friendly demeanor, and the ability to multitask effectively in a fast-paced environment. The Administrative Assistant performs administrative tasks and provides customer service. Organizes, answers the telephone, and files. Enters applicants’ applications in CHAMP, Section 8, and HAB databases. Prints and mails receipts. Scans, uploads, and files applications.

*Essential Functions*

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Enters applicants’ applications in CHAMP, Section 8, and HAB databases. Prints and mails applicants’ receipts.
• Scans and uploads and files applications.
• Reviews monthly rents and records information onto Rent sheet. Sorts receipts by housing sections.
• Performs administrative tasks including organizing, answering telephone, and filing.
• Receives and enters data onto rent sheets, processes accounts for deposits, and monthly mails rent receipts to tenants.
• Handles automatic withdrawal payments, logs onto rent spreadsheet, Prepares and processes accounts and mails rent receipts.
• Previews and produces CHAMP list for available units. Mails supplemental packets for screening.
• Reviews mailed screening packets and contacts applicants to obtain additional information. Sends applicants’ referrals for screening. Processes accepted tenants in CHAMP. Scans documents and mails receipts.
• Answers incoming calls for GHA and triage to appropriate departments.
• Answers and assists walk-in customers.
• Enters Maintenance Work Orders for tenants and for Move-Ins.
• Maintains Tenant telephone list in spreadsheets, HAB, and DialMyCalls.
• Orders office supplies. Stocks foyer with paper applications for public access.
• Supports office staff as needed. Participates in work groups.
• Performs other duties as required.

*Education, Training and Experience*

• Prior housing administration knowledge is strongly preferred. This position requires independent thinking, discretion, and assuring client confidentiality and personal data. Ability to quickly become proficient with standard industry software is required.
• High School Diploma or equivalent required. Post high school education or training preferred. A minimum of Two years’ experience in a professional office setting is preferred.
• Experience working with affordable housing programs and with diverse socio-economic populations is preferred.
• Bilingual language skills are preferred.
• Valid Massachusetts Driver’s License is required. Position requires ability to be bonded and insured.
• Ability: Ability to plan, organize, and collaborate with others. Ability to establish and maintain effective working relationships with employees, the public, and customers. Ability to recognize department priorities and work cooperatively to support their accomplishment. Ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressures. Ability to operate a computer and proficient in the use of MS Office applications, scanning, filing, website loading and downloading of data, database applications, and similar software applications. Ability to learn and apply learning of new skills and knowledge effectively and efficiently. Ability to manage money, including accounting for and reconciling cash payments.
• Skills: Proficient customer service and organization skills. Proficient written and verbal communication. Proficient skill for scanning, filing, uploading documents, and data entry. Proficient computer skills including MS Office Suite applications and for similar computer and software applications.

If you are passionate about providing excellent customer service, administrative support, and thrive in a dynamic fast-paced environment, we encourage you to apply for this exciting opportunity.