Administrative Associate (Housing Authority)

Salary : $21.77 - $25.23 Hourly

Location : Eau Claire, WI

Job Type : Full-Time

Job Number : 2025-00003

Department : CD-HOUSING

Opening Date : 01 / 08 / 2025

Closing Date : 1 / 20 / 2025 11 : 59 PM Central

Job Description

Do you have a passion for helping others? Do you have experience with office administrative work? Join us! The City of Eau Claire Housing Authority is seeking a full-time Administrative Associate. This position is responsible for performing complex and varied office administration duties including managing the front desk and providing support to the housing programs that are operated by the Housing Authority.

Requirements :

• High school diploma or equivalent.
• Must have effective verbal and written communication skills.
• Must be proficient with Microsoft Office Suite and Foxit Editor, with the ability to learn other relevant software.

Preferred Qualifications :

Application Deadline : Monday, January 20, 2025 at 11 : 59 P.M

interviews expected to take place Monday, January 27, 2025. Candidates will be notified via email if selected to interview.

JOB DESCRIPTION

This is not a City position. The Housing Authority is an independent government authority.

POSITION SCOPE

Under supervision of the Executive Director or Accounting Supervisor, performs complex and varied office administration duties including managing the front desk and providing support to the housing programs that are operated by the Housing Authority.

ESSENTIAL FUNCTIONS

Assists the public, ascertains their needs, and directs them accordingly. Receives departmental inquiries and complaints and routes to appropriate departmental staff.

Compiles information for Housing Authority Board Meeting agenda. Must attend all Agency Board of Commissioners meetings, record minutes, and secures signatures on all resolutions

Must be available for all Housing Authority monthly Board of Commissioners meetings, currently held at 7 : 45 AM on the last Tuesday of each month, and an evening meeting once per year in May.

Must be available the week before the monthly Board of Commissioners meeting for agenda preparation. Significant amounts of time off will, generally, not be approved for that week.

Updates policies as needed.

Responsible for Work Order procedure from receiving tenant call to providing written work order to Maintenance staff in a timely fashion.

Monitors delinquent accounts. Provides information to the Rental Specialist for tenant violation notices.

Monitors office supplies and orders when necessary, or at the request of staff, according to available budget.

Prepares check logs from receipts received on a daily basis.

Reconciles Housing Authority bank accounts using QuickBooks.

Creates and monitors tenant payment schedules for security deposits, maintenance charges, retro-rents, and other tenant accounts receivable.

Provides technical support of voice mail and phone system.

Opens, screens and routes all incoming mail, including interdepartmental correspondence, reports, and other documents. If dictated by nature of correspondence, makes copies and distributes to appropriate persons. Delivers all departmental outgoing mail to the mailroom for postal pickup.

Compiles and prepares Housing Authority Annual Report.

Serves as an informational receptionist and schedules appointments, as requested by staff.

Assists Executive Director and Accounting Supervisor with clerical and skilled duties as assigned.

Performs other duties regarding the operation of the Housing Authority, as directed.

NON-ESSENTIAL FUNCTIONS

Performs related duties as required.

EDUCATION / EXPERIENCE / CERTIFICATIONS

High school diploma or equivalent.

Associate degree in executive assistance, bookkeeping / accounting, or related field is preferred.

Must be proficient with Microsoft Office Suite and Foxit Editor, with the ability to learn other relevant software.

SKILLS / ABILITIES

Duties will contain confidential information. Must be able to maintain confidentiality.

Must possess effective verbal and written communication skills.

Maintains prompt, predictable, and regular physical attendance.

Must be able to take direction and work well with others.

Must be able to concentrate and perform accurately.

Must be able to react to change productively and handle other tasks as assigned.

Must be able to back-up fellow co-workers.

SUPERVISION / DIRECTION RECEIVED

Executive Director of Housing Authority

Accounting Supervisor of Housing Authority

SUPERVISION / DIRECTION EXERCISED

None

WORK ENVIRONMENT

Work is mostly sedentary (sitting) with occasional walking, standing, and lifting less than 10 lbs. in a general office setting with a minimal presence of hazards.

The City of Eau Claire Housing Authority is an Equal Opportunity Employer.

Benefits to be discussed at interview.

Do you have a minimum of an associate degree in an executive assistant program, bookkeeping / accounting, or related field?)

How familiar are you with FoxIt or PDF creation software? (On a scale of 1 to 5, with 1 being Not Familiar and 5 being Advanced

How familiar are you with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher)? (On a scale of 1 to 5, with 1 being Not Familiar and 5 being Advanced)

Required Question

Salary : $22 - $25