Administrative Assistant II- Housing Support- Part Time

Full Salary Range: $19.57 – $25.48 hourly

Anticipated Hiring Range: $19.57 - $22.52 hourly

Why do I see two salary ranges?

The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted. This law is intended to improve wage transparency. The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the City anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.

City of Greeley: Work, Live, and Play in Greeley: https://youtu.be/hX-4F0pG0OY

**This is a term-limited position funded through 2027, with the possibility of becoming permanent if additional funding is approved at a later date**

Job Summary:

The City of Greeley is seeking a dedicated Administrative Specialist II to join the Homeless Solutions team.

Responsible for assisting with the administration of Homeless Solutions department including greeting and assisting customers and filing and managing records retained by the Homeless Solutions department. Provides responsible, professional, administrative, and confidential support and assistance in supporting the day-to-day operations of the Homeless Solutions City of Greeley Department.

Experience, Knowledge, Skills:

Minimum Requirements

• Associate’s degree (two-year degree) or certification program of comparable length
• Two (2) years’ experience working in customer service-oriented office environment
• One (1) year experience working with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages.
• One (1) year experience/knowledge of how to conduct housing searches based on certain criteria
• Valid Drivers license required

OR

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

Preferred

• Bilingual in Spanish and English.
• One (1) years of previous housing related experience preferred (leasing, property management, federal housing programs, financial eligibility determination, or other housing programs)
• One (1) years of previous HUD Housing Program administration experience and/or demonstrated knowledge of HUD regulations preferred
• One (1) years of previous demonstrated knowledge of Fair Housing preferred
One (1) years of previous demonstrated knowledge of Housing Authority Policies preferred

Knowledge, Skills, and Abilities

• Knowledge of how to conduct housing searches based on certain criteria
• Outstanding written, verbal, problem solving, and organization skills
• Knowledge of general clerical procedures, practices, or operations as required.
• Knowledge of the business and organizational structure of Colorado municipalities.
• Collaboration skills, including the ability to work with others from different areas and backgrounds to reach a common goal.
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems.
• Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others.
• Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly.
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate, and facilitate meetings, and make decisions.
• Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness.
• Ability to prioritize work, meet deadlines, and stay on task when completing special projects and daily assignments.
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed.
• Ability to establish and maintain partnerships with a variety of internal and external constituencies.
• Ability to communicate and work effectively with individuals from diverse backgrounds, cultures, and ages.
• Ability to follow detailed instructions.
• Ability to prepare routine reports or correspondence.
• Ability to multi-task with inflexible deadlines.
• Ability to handle and maintain sensitive and confidential material.
• Ability to maintain accurate and detailed records and record keeping systems.

Essential Functions:

Customer Service

• Greets a variety of internal and external customers; screens and handles matters, independently in response to policies, procedures, and activities of the department; refers to appropriate individual as necessary or arranges an appointment with the appropriate party. 
• Interfaces with city staff and community members and is expected to utilize diplomacy, communication, and conflict management skills and maintain critical, sensitive, and confidential information at all times.
• Assists with urgent tenant housing-related matters (maintenance, impending evictions, etc.) as case managers present them
• Assists with housing searches when program case managers need an additional support for harder to place individuals
• Coordinates with NRBH/Voucher provider on annual inspection scheduling, updated client income/voucher packets, etc.
• Assists with compliance/notifications of upcoming lease renewals and move outs
• Actively recruits landlords willing to work in conjunction with the agency and locates affordable housing opportunities to meet the needs of the client population.

Document Management

• Maintains records to include preparing, processing and auditing documents into the City’s digital imaging system including voucher documents, leases, Notices, receipts, bills, and other tenancy related documents.

Maintains central repository of department files and records in accordance with official records retention policy. Handles confidential and sensitive information with a high level of discretion and confidentiality. Assists with maintaining the master housing spreadsheets of all client housing related data

Writing

• Prepares correspondence, reports, and supporting documents as requested.
• Reviews client records (electronic and physical files) for content, accuracy, and completeness as required by grant guidelines
• Assists with time-sensitive lease signings and move-ins as needed
• Assists in gathering and compiling materials for development of reports

Financial/Budget

• Ensures compliance with all purchasing procedures; managing inventories and orders supplies as needed;
• Assists in preparing monthly financial reports, statistical data and supporting documentation as required;
• Prepares purchase requests, deposits, rent check submissions, and check requisitions as needed along with disbursements to the involved parties

Other Responsibilities

• Assists with HQS Inspections – Initial and Annual
  • If not already certified as an inspector; must be willing to obtain the necessary certification within the first three months after hiring
• Performs delegated research tasks and assignments; assists other staff members with various housing-related issues
• Monitors CHFA and other related sites for relevant trainings to attend and/or share potential training opportunities with program managers for their staff
• May provide basic training and information for department staff on housing and tenancy related subjects
• Attends weekly meetings with each housing team
• Attend home visits with case managers or landlords as needed
• Attends community update meetings for all housing programs as needed
• Assists with special projects/events, including landlord events and seasonal appreciation gift distributions; may also serve on committees
• Assists with moving preparations/packing and scheduling movers
• Handles confidential and sensitive information with a high level of discretion and confidentiality.
• Performs other duties as assigned

Supervisory Responsibilities

• NA- None

Travel:

• May require approximately 25% travel

Locally to apartments and property management company offices in the Northern Colorado region (Larimer and Weld Counties)

Work Environment and Physical Requirements

Work Environment and Physical Requirements:

• Work is exposed to hazards that are typically found in outdoor environments.
• Exposure to all weather conditions.
• Subject to driving City vehicles in all weather conditions.
• Extensive computer work primarily performed at a desk.
• Employees are subject to working alone, with groups, and/or attends meetings.
• May be required to conduct business in alternate locations within City buildings or field sites, sometimes in formal settings.
• May be required to occasionally work extended hours in the evening, holidays, or weekends for events.
• Occasional interruptions and be required to manage competing priorities with inflexible deadlines.
• Frequent contact occurs with employees and the public, in person and on the telephone.
• Occasionally required to sit and talk or hear customers.
• Communication skills to interface with other departments and agencies.
• Operate standard office equipment requiring continuous or repetitive hand/arm movements.
• Vision enough to interpret computer screens and documents to assist the public and complete work assignments; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Manual dexterity enough to accurately input, retrieve and verify work assignments.
• Use of hands to finger, handle, or feel and reach with hands and arms.
• Flexibility to bend, twist, and reach out to load and unload supplies.
• The essential functions of this job require frequent hearing and repetitive motion; continuously sitting and talking; and regular carrying/lifting and moving objects up to 50 lbs.
• Ability to move over rough, uneven, and rocky surfaces

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement : We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.