Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations and provide dependable service to clients, partners, and internal teams. This Long-term Contract position is best suited for someone who can balance administrative coordination, customer interaction, and accurate recordkeeping in a fast-paced, office-based environment. The ideal candidate brings experience in housing, public service, or case-related program support and is comfortable handling sensitive information with care.

Responsibilities:
• Manage front office activities by greeting visitors, answering incoming calls, directing inquiries, and maintaining a detail-oriented and organized administrative environment.
• Enter, update, and review client and program information in internal databases and office systems while ensuring accuracy, completeness, and timely documentation.
• Provide administrative support for case-related processes, including preparing files, organizing paperwork, tracking deadlines, and following up on required documentation.
• Coordinate communication with participants, landlords, and partner agencies to schedule meetings, share updates, and support ongoing program activities.
• Assist with calculations, form review, and document verification to help maintain compliance with program rules and reporting requirements.
• Handle sensitive records with discretion and follow established standards for confidentiality, care, and secure information management.
• Support onsite operations Monday through Friday and participate in field visits or external meetings when needed as part of regular job duties.
• Help resolve routine issues by responding calmly to challenging situations, addressing concerns appropriately, and escalating matters when appropriate.• Associate degree or bachelor’s degree preferred; comparable relevant experience may be considered in place of formal education.
• At least two years of experience supporting affordable housing, case management, public service, or closely related programs is strongly preferred.
• Familiarity with housing assistance program rules, operational procedures, and administrative workflows; exposure to portability or project-based voucher programs is a plus.
• Proficiency with office technology and data systems, including Microsoft Office applications; experience with specialized program software such as PHAWeb is preferred.
• Strong verbal and written communication skills with the ability to interact effectively with clients, colleagues, landlords, and community partners.
• Demonstrated ability to stay organized, manage multiple priorities, and meet deadlines while maintaining accurate records and documentation.
• Comfortable working with numerical information, reviewing detailed paperwork, and handling situations that require tact, patience, and conflict resolution.
• Relevant program certification is highly preferred, or the ability to obtain certification within three months of starting employment.