Administrative Assistant - HMD

Join the Denver Housing Authority (DHA), a leader in providing affordable housing and creating thriving communities in Denver. As a dynamic organization committed to enhancing the quality of life for residents, we focus on innovation, collaboration, and excellence in service delivery. With a strong emphasis on community engagement and sustainability, DHA is dedicated to a best-in-class work environment while addressing the housing needs of our city. If you're passionate about making a positive impact and want to contribute to meaningful projects that empower individuals and families, we invite you to explore career opportunities with us.

This role is classified as non-exempt. The hiring range is $66,747.38 up to $83,433.83 annually.

The role is classified as non-Union.

Summary of Job

The Administrative Assistant will perform a variety of operational duties as they relate to the Housing Management Division (HMD). Areas of responsibility include but are not limited to general clerical duties, procurement activities, grievance activities, contract management, schedule management, and other duties as assigned by HMD leadership team. The role serves as the point of contact for the department for internal and external vendors, contractors, stakeholders, and community members.

Essential Duties

• Coordinate, schedule, and assist in communicating with staff, partners, vendors, and contractors regarding meetings, appointments, activities and other general announcements.
• Assist with conference scheduling, and DHA site visits.
• Prepares and distributes agendas and meeting materials.
• Maintains electronic filing system for HMD, data entry and retrieval of data
• Maintains records and generates reports
• Operates a variety of office machines to include but not limited to printer, copier, scanner, as required.
• Process and distribute department mail; hand deliver interoffice mail, as needed.
• Monitor department project-specific budgets according to established guidelines; assist field staff with requisitions and processing invoices and AP vouchers according to established procedures.
• Analyze a variety of information to determine accuracy and completeness. Ensure adherence to all requirements, verifies and corrects information as needed.
• Answer general department phone; greets and assists visitors; serves as the point of contact for the department to ensure an effective workflow without interruption of business practices.
• Maintain Performance Enhancement Program Report (PEPR) list identifying and reporting late reviews to HMD Director.
• Serves as liaison for HMD team to the Procurement department.
• Initiate, monitor, and track procurement activities; determine outstanding items required to process requisitions, review purchase orders and contracts to ensure concerns are resolved in a timely manner.
• Prepare for and attend interdepartmental meetings and coordinate with departments and other teams as necessary.
• Attend regular meetings to stay informed of HMD programs and activities as well as other government programs and activities, as necessary.
• Coordinate tour logistics of DHA sites for outside agencies, as needed.
• Provide support to field staff for training needs, travel logistics, and other requests as needed.
• Collect, compose, organize, and analyze various data for use in reports and documentation.
• Provide backup support to the Contract Administrator.
Other duties as assigned.

Minimum Qualifications

• High School diploma or equivalent
• A combination of appropriate education and experience may be substituted for the minimum education and experience requirements
• Minimum three (3) years' experience in a business office environment
• Two (2) years' customer service experience
• Procurement experience preferred
• Proven notetaking and documentation experience
Valid Colorado driver license and an acceptable driving record required.

Knowledge, Skills, & Abilities :

• Strong attention to details and highly organized
• Highly adaptable
• Excellent verbal and written communication skills
• Ability to manage multiple projects and deadlines
• Proficient in MS Suite to include Word, Excel, Outlook and other databases
• Strong problem-solving and analytical skills
• Ability to work independently with minimal supervision
• Ability to work collaboratively with cross-functional teams
Willingness to adapt to changing regulations and industry practices related to contract management

Working Conditions and Environment:

Supervisor Responsibilities:

While this role does not require direct management experience, it is expected that the individual will demonstrate indirect leadership throughout the contract administration process, effectively guiding and influencing stakeholders at all levels within DHA.

At the Denver Housing Authority, we understand that not everyone may meet every qualification outlined in this job posting. We strongly encourage individuals from all backgrounds to apply, as we value diverse experiences and perspectives. We consider comparable experiences and skills, and we believe that a workforce reflective of the communities we serve is essential to our mission. If you are passionate about making a difference and believe you can contribute to our team, we would love to hear from you!