Office Assistant (307)

The Office Assistant for HUD and Tax Credit will provide administrative and operational support within the department to ensure the efficient management of Housing and Urban Development (HUD) programs and tax credit services. This role will involve handling day-to-day office tasks, assisting with the management of tenant records, and providing clerical support to the team responsible for affordable housing programs.

Key Responsibilities

Administrative Support:

• Answer phone calls, emails, and correspondence related to HUD and tax credit programs.
• Greet tenants, prospective tenants, and visitors with professionalism and courtesy.
• Assist in maintaining and updating tenant records, files, and documents for compliance with HUD and tax credit regulations.
• Prepare and process required paperwork, such as tenant certifications, recertifications, and income verifications as needed.
• Assist in preparing reports for program compliance, audits, and financial assessments.
• Schedule and coordinate meetings, appointments, create notices and interviews for program staff and tenants.
• Perform other tasks as assigned by property management, including assisting in lease-ups, managing waiting lists, and other administrative functions.
  
  

Data Entry And Documentation

• Enter and maintain accurate data into housing management software and spreadsheets.
• Assist with the preparation and organization of documents for inspections, compliance reviews, and audits.
  
  

Tenant And Management Communication

• Communicate with tenants regarding application statuses, documentation requirements, and rental payments.
• Create work orders and close out once completed (if applicable)
• Provide general information and guidance about HUD and tax credit housing programs.
• Support the team in ensuring compliance with HUD regulations, tax credit requirements, and local housing policies.
• Coordinate with other departments to ensure accurate processing and reporting for audits or inspections.
  
  

General Office Duties

• Maintain office supplies and assist with ordering as needed.
• Organize and maintain office files, both electronic and physical, in a systematic and accessible manner.
• Support office management in day-to-day operations to ensure smooth workflow.
  
  

Qualifications

• High school diploma or equivalent; additional administrative certifications or training is a plus.
• Experience in administrative support or office management, preferably in housing or property management.
• Knowledge or willingness to learn about HUD programs, tax credits, and affordable housing regulations.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Strong organizational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to handle sensitive and confidential information with discretion.
• Customer service-oriented with a helpful and positive attitude.
• Ability to work independently and as part of a team.
• A positive, professional attitude and willingness to learn.
• Bilingual skills (English/Spanish) are a plus.
  
  

Preferred Skills

• Experience with housing management software (OneSite).
• Familiarity with affordable housing programs, including Low-Income Housing Tax Credits (LIHTC) and HUD regulations.
• Bilingual (Spanish/English) is a plus but not required.
  
  

Physical Requirements

• Ability to sit, stand, and move around the building for extended periods.
• Some light lifting (e.g., office supplies, files) may be required.
  
  

Work Environment

• Office setting within a property management team managing both tax credit and HUD properties.
• Interaction with tenants, prospective tenants, property management staff, and regulatory agencies.
• Regular contact with the general public and prospective residents.