Area Housing Authority of the County of Ventura
BRIEF SUMMARY OF THE POSITION
Under general supervision, this role provides administrative assistance in case and waitlist management for the AHA s HCV program by performing a variety of specialized administrative support functions including, but not limited to, the creation and maintenance of specialized reports, records and files required in connection with AHA work processes. May provide phone and lobby coverage.
ESSENTIAL FUNCTIONS OF THE POSITION include but are not limited to
Regular attendance and timeliness for face-to-face interactions with the public, clients,
co-workers and management;
Provide general clerical support for Section 8 departments through the performance of routine clerical tasks such as filing, data input, photo copying, faxing, organizing, telephone assistance, and preparing various types of departmental correspondence.
Assist the Housing Technicians by performing a wide variety of routine administrative tasks to support the departmental operations; including set up file folders, make copies, scan documents, track and schedule appointments, prepare batch correspondence and program packets for mailing to program participants, waiting list registrants, applicants, tenants and owners as appropriate.
Prepare a variety of correspondence, forms, notices, reports and notes of meetings;
Log, track, maintain and update detailed and accurate records for the waiting lists for the Section 8 (HCVP) process waiting list appeals;
Maintain accurate clients, owners and rent data records.
Perform data entry into AHA internal database systems; review information for accuracy, update information; and handle, review, protect confidential client information;
Respond to inquiries from the public via telephone and/or in person; provide information or referrals to the public and clients on housing assistance programs and activities;
Organize and maintain data storage, as required;
Maintain an excellent record of on-time arrival and daily attendance;
Demonstrate inter-personal relationship skills in all conversations;
Accurately file documents in a timely manner, usually within 24 hours of receipt;
Keep supervisor informed on status of all assignments;
Be available during AHA business hours to meet client needs, coordinate with co-workers,
attend face-to-face meetings, and handle day-to-day operations.
Responsible for follow-up on owner s submission of contracts and leases, process change of ownership, and conduct research and follow-ups on periodic HUD reports such as deceased tenants, debts owed and multiple subsidies.
MARGINAL FUNCTIONS REPRESENTATIVE TASKS
Assist with mass mailings;
Act as secondary backup to Receptionist;
Assist in the review and research of violations of client obligations and responsibilities;
Additional professional duties and responsibilities may be assigned.
- Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m.
- Subject to overtime and working weekend/holidays as needed
- Busy office environment, subject to frequent interruptions.
Manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information; sitting or standing for extended periods of time; pushing, pulling or lifting light objects; frequent bending and reaching to store and/or retrieve files.
EDUCATIONAL AND EXPERIENCE REQUIREMENTS
Any combination equivalent of sufficient experience, training and/or education to demonstrate the knowledge and abilities listed below. Typically, this would be gained through:
- High school degree and
Proficient bi-lingual skills in Spanish and English and
Two years of tasks related to general office work
PREFERRED Education and Experience
- Two years working with HUD or other governmental procedures
- Associate degree
- Intermediate to advanced proficiency with Yardi and MS Excel, Word and Outlook
- Knowledge of Section 8 housing assistance programs
- Caseload experience