Housing Assistant

JOB DESCRIPTION

SUMMARY

The Housing Assistant is a customer service-oriented, administrative support role within the Public Housing Agency (PHA). This floating position supports various departments by performing reception, clerical, and administrative duties related to the Public Housing (PH) and Housing Choice Voucher Program (HCVP). Responsibilities include managing reception and switchboard duties, processing work orders, assisting with certifications, handling mail, maintaining files, and updating databases and the PHA website. The role requires a high level of organization, attention to detail, and flexibility.

SUPERVISION

The Housing Assistant reports to the Director and Supervisor of Housing. There are no staff who report to the Housing Assistant.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES

· Perform general administrative tasks for Public Housing and Housing Choice Voucher Programs.

· Greet and assist visitors, handle reception, and switchboard duties.

· Receive, sort, and distribute incoming mail and prepare outgoing mail.

· Monitor and update office voicemail; assist with scheduling and organizing appointments.

· Compile supply orders and manage office supply inventory.

· Assisting with creating, maintaining, and purging electronic and physical filing systems.

· Draft and distribute emails, letters, forms, and faxes.

· Translate documents or verbal communication when needed.

· Intake, dispatch, and enter work orders for PHA properties (via phone/walk-ins).

· Assist with entering inspection data into housing software and inspection tracking systems.

· Provide general program information to applicants, tenants, participants, landlords, and the public.

· Assist with apartment search and resource updates; provides timely updates to the PHA website.

· Provide outstanding customer service to all stakeholders (participants, tenants, landlords, clients, vendors, and public).

· Support certification processes in compliance with Federal, State, local, and PHA rules and policies.

· Assemble documents and packets for certifications, briefings, and applications.

· Conduct job duties in alignment with HUD regulations and internal policies (e.g., Administrative Plan and ACOP).

· Assist with receiving, processing, and tracking: Rental payments, Repayment agreement collections, Bank deposits (including scanning to the financial institution)

· Input data into housing management software and databases.

· Provides support and troubleshooting for tenants and landlords experiencing issues with registering for the PHA software portal. Support includes guiding users through the portal registration process, addressing questions or technical difficulties, and ensuring that all parties can successfully access and utilize the PHA software platform as intended.

SECONDARY TASKS OF THE POSITION

· Provide a range of administrative support functions to assist other staff members within the Public Housing Authority (PHA).

· Offer administrative coverage and support across various PHA departments, as needed, to ensure continuity of operations.

· Perform additional duties and responsibilities as assigned by the Director or Supervisor.

· Assist staff from the Public Housing and Housing Choice Voucher (HCV) programs with administrative or operational tasks, as required.

PERFORMANCE CRITERIA

· Demonstrates strong organizational skills and the ability to perform standard administrative tasks in compliance with HUD rules and regulations, applicable state and local laws, and PHA policies and procedures.

· Provides excellent customer service to internal and external stakeholders, maintaining professionalism and responsiveness.

· Works effectively both independently and as part of a team, showing initiative and reliability in completing assignments.

· Identifies and reports problems promptly and appropriately to supervisors or relevant staff.

· Consistently produces accurate, error-free work with attention to detail and quality.

EMPLOYEE ACCOUNTABILITY

· Represent the Public Housing Authority (PHA) in a professional and courteous manner at all times.

· Maintain a high level of confidentiality and discretion in handling sensitive information and all work-related matters.

· Establish and sustain effective, respectful, and professional working relationships with co-workers, management, partner agencies, and members of the community.

ETHICAL STANDARDS AND COMPLIANCE WITH PHA POLICIES

· Perform all duties and responsibilities with the highest level of integrity, professionalism, and honesty.

· Adhere strictly to all PHA policies, procedures, and applicable regulations.

· Uphold ethical standards in all interactions and decisions, ensuring accountability and transparency in the execution of duties.

KNOWLEDGE, SKILLS, AND ABILITIES

The ideal candidate must possess — or be able to acquire and maintain — a high level of expertise in the current and evolving principles and practices in the following areas:

· Strong written and oral communication skills.

· Proficient in Microsoft Office applications (e.g., Word, Excel, Outlook) and general office procedures, practices, and equipment operation.

· Knowledge of the general operations, functions, and procedures of a Public Housing Agency (PHA).

· Ability to work collaboratively and harmoniously with PHA personnel, residents, applicants, participants, landlords, vendors, and members of the public.

· Demonstrated ability to deliver high-quality customer service in person, by telephone, and through email communication.

· Excellent organizational, time management, and computer skills.· Working knowledge of HUD Rules and Regulations and the State of RI Landlord/Tenant Act.

· Flexibility and ability to work independently with minimal supervision.

· Ability to gather, evaluate, and analyze information to develop effective solutions and proposed courses of action for program-related issues.

· Bilingual in English and Spanish – Required.

· Bilingual in English, Spanish, Portuguese, and/or Creole – Preferred

EXPERIENCE AND EDUCATION

Various combinations of education, experience, and training may qualify an applicant. A typical way to meet the qualifications includes:

· Associate degree with a concentration in social sciences, public administration, community development, social work, or a related field is preferred, along with knowledge of housing subsidy programs; or

· Prior work experience in public housing or housing assistance programs is preferred; or

· An equivalent combination of relevant education and experience that demonstrates the knowledge, skills, and abilities required for the position.

CERTIFICATION/REGISTRATIONS

· Must obtain and maintain job-related training and certifications as required to remain current with position responsibilities and regulatory requirements.

· Must possess and maintain a valid driver’s license, an acceptable driving record, and current automobile insurance.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

· This position may require occasional standing, walking, sitting, using hands to finger, handle, or feel objects, tools, or controls; reaching with hands and arms; climbing stairs; balancing; stooping; kneeling; talking or hearing.

· Visual requirements include close vision, distance vision, peripheral vision, and depth perception.

· The work environment is typically indoors, with a noise level that is usually moderate.

Job Type: Full-time

Pay: From $51,385.53 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $51,386