Leased Housing Administrative Assistant

ORGANIZATION:

Metro Housing| Boston (formerly Metropolitan Boston Housing Partnership) is a leading nonprofit dedicated to connecting the residents of Greater Boston with safe, decent homes they can afford. Metro Housing empowers families and individuals to move along the continuum from homelessness to housing stability. Serving more than 25,000 households annually, we work seamlessly to bridge the gaps among government, nonprofits, and corporations to continually increase our impact. With more than 30 years’ experience piloting and implementing housing programs, we have solidified our position as an industry-leading expert on navigating the affordable housing field.

MISSION:

“We mobilize wide-ranging resources to provide innovative and personalized services that lead families and individuals to housing stability, economic security and an improved quality of life.”

OVERVIEW: The Administrative Assistant is responsible for performing general administrative support services to the Leased Housing department including the maintenance and organization of the department files.

REPORTS TO: Managing Director of Operations

RESPONSIBILITIES MAY INCLUDE:

The statements below are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Provide general support to the Section 8, MRVP, and Property Owner Services rental assistance teams;
• Complete data entry in Tenmast of Section 8. Respond to inquiries from applicants. Complete Section 8 storage and archiving procedure;
• Assist with scheduling of appointments, returning phone calls, mailing documents, maintaining call logs for voicemail boxes as required, monitoring group emails;
• File review with participants/attorneys/property owners as needed;
• Maintain department inventory supplies including office supplies, departmental forms, stationery etc.
• Create and design general correspondences, memos, forms, labels etc. using Microsoft Office;
• Maintain filing system including, maintenance of files i.e. scanning, splitting and labeling of files using file tracking system; retrieving and processing files to be sent to Iron mountain, and virtual file system (DocMgmt);
• Collect files from Lease Housing department, sort and file alphabetically and ensure checked out files are returned to the file room and file paperwork when needed;
• Perform frequent thorough audits of files to ensure accurate placement, legibility, and suitable condition;
• Process incoming mail for department
• Processing CORI and SORI submissions, verifying information in INS database; and other sites as required
• Facilitating the LAP coordination process for Leased Housing department;
• Collaborate with team members in order to provide clients with a coordinated and responsive level of service from the team;
• Participate in and contribute to team meetings; and
• Other duties as assigned.

QUALIFICATIONS:

• Experience or training in performing office support duties;
• Sensitive to the needs of a diverse socio-economic, multi-ethnic population;
• Capability to handle high-volume of administrative work and manage a very busy work environment;
• Excellent organizational skills with the ability to manage on-going projects concurrently;
• Ability to manage several tasks at once, anticipate and identify problems putting forward solutions that are creative, innovative, and flexible;
• Strong written and oral communication skills including: basic letter writing, grammar, and spelling and telephone skills;
• Strong customer service skills for both clients as well as internal team members (both over the phone and in person);
• Strong Time Management skills;
• Ability to both work independently and with a team; and
• Proficient with Windows, Microsoft Word, Excel, and comfort learning new software and tracking systems.

Most benefits are available on your first day of work with Metro Housing | Boston. These benefits currently include:

Your and your family’s health

• Health and dental coverage on a pre-tax basis;
• Eye Med Vision plan on a pre-tax basis;
• Medical and dependent care reimbursement account;
• Company paid life and AD&D insurance and long-term disability;
• Free, confidential Employee Assistance Program;
• Voluntary life, accident, critical illness and cancer insurance.

Work/life balance

• Generous vacation, sick, and personal time;
• 13 paid holidays per year;
• Paid new parent leave;
• Flexible schedules (when available).

Retirement plan

• 403(b) plan with a company match.

Career growth

• Tuition reimbursement program;
• Internal promotions encouraged.

AN EQUAL OPPORTUNITY EMPLOYER