Leased Housing and Rental Services Administrative Assistant

RIHousing- Leased Housing and Rental Services Administrative Assistant

Salary Range - $46,221.30-$66,884.94

Diversity, equity, inclusivity, and belonging are central to everything RIHousing does. We recognize that we are stronger because of our differences - whether in race, ethnicity, gender, gender expression and identity, age, sexual orientation, religion, disability, and other individual characteristics – and we place value in individual contributions and experiences. As an organization committed to serving the housing needs of Rhode Islanders, we recognize the importance of breaking down the systemic barriers that can stand in front of equal housing opportunity for all. We will work to eliminate discrimination, bias, and inequality in all our activities. We are committed to creating a welcoming and respectful environment for our colleagues and customers, lifting diverse voices, and continually embracing change.

What it’s all about: 

This position is accountable for providing administrative and programmatic support to facilitate the efficient operation of the Leased Housing and Rental Services Division. 

What you’ll do on a daily basis: 

This position will perform various administrative, financial, and other support functions.  Since this position is not routine in nature, the incumbent must be flexible, well-organized, and able to set priorities and work independently to complete assigned projects. The incumbent should project a positive corporate image through professional and courteous contact with all constituencies.

The incumbent will be responsible for serving as the point of contact for this department. The position will answer inquiries from callers and/or emails, and triage when necessary to the appropriate staff. These responsibilities will require frequent interaction with both internal colleagues throughout the Corporation as well as with external clients. The incumbent will interact with both landlords and tenants to address questions and concerns and must develop a working knowledge of the Leased Housing programs, including but not limited to the Housing Choice Voucher Program, PBCA, waitlist management and applications, Section 811, and other programs as needed. 

The Administrative Assistant will assist with walk-in clients inquiring about the Housing Choice Voucher Program as needed and provide support to the Centralized Waitlist specialist by serving as a backup to that function. This role is responsible for receiving all incoming mail for the Leased Housing Division and distributing it across the team. This role also ensures all outgoing mail is delivered properly per RIHousing’s standard operating procedures. Additionally, this role will respond to all inquiries via the department’s email addresses and receive incoming documents via email to be redistributed to the team. This position will work closely with the Corporation’s Office Service Supervisor to coordinate any office supplies needs for the Leased Housing team. 

The incumbent will process vendor invoices for the division and be responsible for timely payment submission. 

The Administrative Assistant will also coordinate social events for the division, such as team outings, luncheons, and celebrations as necessary. 

The incumbent will oversee the hearing process for the Leased Housing program by receiving all hearing requests, scheduling hearing dates with the hearing officer and complainant, attending the hearing, and providing all correspondence related to hearings. 

This position will support the Leased Housing and Rental Services team in facilitating the overall effective operation of the Division. These tasks are not routine in nature but may include: assistance with compiling electronic files for routine audits, clerical assistance in preparing, formatting, and reviewing documents for publication or delivery via email or mail, data entry, and other special projects as assigned by the Division Director or Assistant Directors.

What you’ll bring to the team:

• Provide accurate and timely administrative and organizational support to HCVP Program Operations 
• Perform required administrative and support duties, including processing vendor invoices for the division.
• Maintain the Leased Housing program electronic filing system.
• Assist program staff with tenant inquiries and complaints and serve as backup for the Centralized Waitlist specialist as needed.
• Schedule and attend hearings related to disputes between applicants/tenants and property owners/program administrators.    
• Serve as the primary contact for inquiries regarding the Leased Housing programs through in-person, phone, or email 
• Perform special projects, research, and reporting as assigned. 
• Project a positive corporate image through professional and courteous contact with all constituencies. 

What you’ll need to succeed:

• Three to five years of administrative experience, preferably in the property management/rental assistance field
• Proficiency in word processing and spreadsheet software packages
• Strong communication and organizational skills
• Experience administering the financial aspects of agency operations (ex: vendor payments)
• Ability to work in a multi-project environment
• Bilingual ability preferred (particularly Spanish)
• Business school certificate or Associates degree preferred.

Not sure you meet all the qualifications? Let us decide! 

Why RIHousing:

• Mission-Driven Organization
• Dedicated Workforce
• Competitive salary
• Parking Stipend
• Medical/Dental/Vision/Life Insurance
• Paid Time Off 
• Retirement Options
• Flexible Work Hours
• If Position Eligible, Future Hybrid Work May Be Available
• Education Reimbursement
• Onsite Fitness Classes
• Volunteer Days
• Winner of “Best Places to Work” 2016, 2018, 2019, 2021, 2022, 2023 & 2024
• PBN’s Worksite Health Award 2013 - 2024
• PBN’s Diversity Equity Inclusion Award 2023 & 2024 

RIHousing strives to ensure that all people who live or work in Rhode Island can afford a healthy, attractive home that meets their needs. A good home provides the foundation upon which individuals and families thrive, children learn and grow, and communities prosper.

 To achieve our mission, we:

• Offer fair, affordable, and innovative lending programs.
• Provide housing-related education to consumers and others.
• Promote and finance sensible development that builds healthy, vibrant communities.
• Provide housing grants and subsidies to Rhode Islanders with the greatest need.
• Team up with partners to improve everything we do.

RIHousing uses its resources to provide low-interest loans, grants, education, and assistance to help Rhode Islanders find, rent, buy, build, and keep a good home. Created by the General Assembly in 1973, RIHousing is a privately funded public purpose corporation. RIHousing requires its employees to be highly motivated and knowledgeable, have a sound understanding of the changing needs of Rhode Island's housing market, be willing to work within and toward a smoothly integrated operation, demonstrate a commitment to serve the people of Rhode Island, especially those with low and moderate incomes in need of safe and affordable homes, and possess a high level of integrity and deep respect for all Rhode Islanders, including customers, partners and fellow employees.