Administrative Assistant II- Housing Support- Part Time
Administrative Assistant II- Housing Support- Part Time
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Job Description
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 couldbe 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: is a termlimited position funded through 2025 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 daytoday operations of the Homeless Solutions City of Greeley Department.
Experience Knowledge Skills:
Minimum Requirements
- Associates degree (twoyear degree) or certification program of comparable length
- Two (2) years experience working in customer serviceoriented office environment
- One (1) yearexperience 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 includingthe ability to utilize Microsoft Office programs (i.e. Word Excel PowerPoint Outlook etc.) andlearn 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 andclearly.
- Organizational skills including the ability to set and meet goals and deadlines manageappointments 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 problemsolving 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 multitask 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 housingrelated 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 Citys 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 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 timesensitive lease signings and moveins 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 housingrelated 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 Greeleyprovides 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 barrierfree 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:.
Conditions of Employment: Candidates must successfully complete all preemployment screenings and employment eligibility verification. Preemployment 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 preemployment screenings please visit our career pageHERE.
Employment Type
Full-Time
