Position Specification: Bi-lingual Administrative Assistant

Organization: Housing Authority of Lincoln County

Location: Lincoln County, OR

Position Title: Bi-lingual Administrative Assistant

Reports To: Executive Director or Designated Supervisor

Job Type: Full-Time

Salary: Starting at $19.50 per hour plus benefits

Application Deadline: July 5, 2024

Position Overview

The Administrative Assistant provides comprehensive administrative support to the Housing Authority of Lincoln County. This role is pivotal in ensuring smooth office operations and supporting various administrative functions to facilitate effective and efficient management of housing programs and services.

Key Responsibilities

Administrative Support:

• Manage daily office operations, including answering phones, handling correspondence, and greeting visitors
• Process mail for all Housing Authority departments
• Process third-party verifications
• Manage Housing Authority Waitlists
• Maintain organized filing systems for both electronic and paper records
• Provide general program information in person, by email and by telephone

Customer Service:

• Serve as the first point of contact for clients, tenants, and visitors, providing excellent customer service
• Respond to inquiries via phone, email, and in-person, directing individuals to the appropriate resources or personnel
• Assist clients with application processes and provide information on housing programs and services

Documentation and Reporting:

• Assist in the preparation of reports, documentation, and special projects as directed by the designated supervisor
• Ensure accurate data entry and maintenance of records in the housing authority's database systems

Compliance and Confidentiality:

• Maintain confidentiality of sensitive information and adhere to all privacy regulations and policies
• Ensure compliance with local, state, and federal housing regulations and guidelines

Qualifications

Education and Experience:

• High school diploma or equivalent required; Associate’s degree or higher preferred
• Minimum of 2 years of administrative or clerical experience

Skills and Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
• Excellent verbal and written communication skills in both English and Spanish
• Strong organizational and time-management skills with attention to detail
• Ability to multitask and prioritize workload in a fast-paced environment
• Strong interpersonal skills with a customer-service orientation
• Ability to work independently and as part of a team

Other Requirements:

• Valid driver’s license and reliable transportation
• Ability to pass a background check

Working Conditions

• Typical office environment with occasional travel for meetings or events
• Standard work hours with occasional need for flexibility based on organizational needs

Application Process

Interested candidates should submit a cover letter and resume to info@housinglincolncountyor.gov by July 5, 2024. Only qualified candidates will be contacted for an interview.

Housing Authority of Lincoln County is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Note: This position specification is intended to provide a general overview of the job's requirements and responsibilities. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Job Type: Full-time

Pay: From $19.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Newport, OR: Relocate before starting work (Required)

Work Location: In person