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Company name : Housing Kitsap
Location : Silverdale, WA 98383
Position : Public Housing Administrative Assistant
Description :
The Public Housing Administrative Assistant will be responsible for all aspects of administrative support for Housing Kitsap’s Public Housing program. This position supports the administrative functions and works collaboratively with the Public Housing Manager.
Collaborate and work under the direction of Public Housing Manager & HK leadership with the understanding and urgency of deadline driven tasks, offer administrative support to the Public Housing Manager for the operations of the Public Housing program.
Review of applications begins on Monday, August 22, 2022 and will continue until a pool of qualified applicants has been collected.
Visit our website at https://www.housingkitsap.org/
Housing Kitsap supports a smoke-free environment.
ADMINISTRATIVE SUPPORT
Create Ereqs and Blue Slips daily, as needed. Scan and email copy to Public Housing Manager.
Annual recertification letters to be mailed on the first of every month.
Annual recertification packets to be printed along with instruction page, a copy of mailed letter, and made ready to post for the first of the month.
Prepare friendly reminders for infractions regarding lease violations.
Maintain Excel spreadsheet log of all Interim changes received. Ensure that proper documentation is given to verify change received. Help to ensure that all Interim changes are entered before the new month begins.
Post rent payments into the property management software to be processed daily. Enter rent payments into check logbook. Enter rent payments onto deposit slip and make ready for bank. Copy all rent payments for accounting. Scan copied rent payments to Public Housing Manager and Accounting.
Calls on the 5 th of month to residents who have not paid their rents with conversation noted in property management software. Follow up each Tuesday with same call to resident regarding outstanding rents.
Mail late rent notices to tenants beginning the seventh (7 th ) of each month.
On 24 th of each month; mail/email out credit or balance due notices.
Daily data entry of prospective tenant applications, sending out mailings for updating waitlists, adding/cancellation of applicants, and retrieval of information and reports as needed.
Provide copying and faxing assistance.
Work with Public Housing Manager on applicants for vacancies.
Work with Public Housing Manager on Annual Recertification verifications from banks, employers.
Maintain various filing systems for the Public Housing program.
Answer Phone – determine the need of the caller, be able to filter the call and determine if it is needed to be pushed up to the Public Housing Manager immediately or can wait to be resolved.
Assist visitors and vendors or deliveries as appropriate.
Become knowledgeable about regulations, requirements, processes, and procedures related to the Public Housing Manager position, and cross-train in job to become very familiar with it, and to provide the most useful support – requires confidentiality and may include background and credit checks.
GENERAL RESPONSIBILITIES
Observe/follow guidelines on confidentiality rights of residents and respect their privacy.
Maintain accurate record of hours worked and turn in timesheets and mileage records on schedule.
Attend trainings required of employees and staff meetings as scheduled. Attend external trainings as appropriate/approved to improve knowledge and job skills.
Contribute to and support a positive, team-oriented work environment.
Back up coverage for front desk duties & phones.
Perform other job-related duties as assigned.
Education: High school diploma or GED.
Must have experience and be able to use the following modern office business equipment: Telephone; personal computer; computer printer; FAX machine; copier; and other equipment as technology evolves and needs arise. Experience with property management software Boston Post, Microsoft Word and Excel preferred.
Possess a valid Washington State Driver License.
Possess valid vehicle insurance. Preferred but not required
Experience: 2+ years’ experience in the affordable housing industry.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Ability to effectively communicate, both verbally and in writing, with internal and external customers in a professional and positive manner.
Ability to maintain strict confidentiality standards.
Ability to learn the organizational structure, procedures, regulations and requirements of Housing Kitsap and the Property Management and Compliance departments as they relate to the functions of the position.
Must be adept at handling multiple tasks and responsibilities; have the ability to effectively change priorities quickly and to work cooperatively and proactively with department members to accomplish goals.
Excellent problem solving, analytical and interpersonal skills.
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