What are the responsibilities and job description for the Administrative Assistant - Housing Compliance position at Tampa Housing Authority?

Department : Human Resources, Professional Development & Compliance

Reports To : Assistant Director Human Resources

Summary

Assisting the Housing Compliance Coordinator in ensuring the quality of client and data files by reviewing / auditing a sample of files and computer reports to assure that they are in compliance with federal requirements and regulations. Receive and review allegations of fraud and program abuse. Maintain written records of investigation and conclusions, conduct hearings, and maintain repayment records. Perform all clerical duties in support of the Housing Compliance and Human Resources Staff.

Essential Job Functions

Under immediate supervision performs a variety of routine clerical duties in support of Housing Authority office and staff operations. Provides responsive and efficient customer service to the general public.

Coordinate office services and assist supervisor and other staff with administrative functions
Answer incoming telephone calls and respond to caller or refer to appropriate person
Coordinate meetings by reserving meeting room, preparing agenda and related documents, and notify participants scheduled to attend meeting
Prepare routine letters and reports in accordance with established procedures
Receive calls and inquiries from residents, staff, and individuals outside the authority and respond to or refer calls to appropriate staff
Assist with accounts payable by handling bills and invoices in accordance with established procedures
Attend meetings as needed
Maintain files in accordance with established procedures, including confidential files
Manage and facilitate the agency’s ongoing effort to recover dollars overpaid to both Section 8 Participants / Landlords and under paid by Public Housing Residents.
Review and schedule informal hearings for THA Section 8 Recipients

Hearing Administration

Review and schedule all hearings.

Create / file / Mail Hearing notices for hearings.

Update hearing schedule file.

Create / file / Mail Results Letters for hearing held the prior Thursday.

Following up on outstanding hearing results.

Create / file / Mail Clearance letters and contingency follow ups.

Contingency follow up – Repayments, Re-briefings, supporting documents.

Create / file / Mail Grievance notices.

File / upload audio recordings for all hearings.

File Vision Notice board and Task Management-

Adding client’s name / numbers to hearing schedule

Knowledge, Skills, and Abilities

Knowledge of modern office practices, procedures, systems, and equipment including computers and software

Knowledge of organizational policies and procedures including personnel policies

Knowledge of business English, spelling, arithmetic, and departmental terminology

Ability to set priorities, plan and implement activities to maximize efficiency

Ability to provide information in a courteous diplomatic manner

Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence

Ability to operate standard office equipment such as computer, calculator, copy machine, fax machine, telephone system, etc.

Ability to maintain a variety of files and records, and to answer questions from the records

Ability to accept, receive and / or collect payments; prepare and / or process purchase orders; establish / maintain inventory.

Ability to establish and maintain effective working relationships with officials, other employees, residents, and the general public

Ability to communicate effectively, both orally and in writing

Ability to work in a responsive environment where co-workers or citizens present problems for resolution and incumbent is responsible for creating an individual solution for the issue.

Skill in the use of computer software to facilitate efficient completion of tasks and obtaining information

Skill in planning and organizing meetings

Skill in dealing with people in a diplomatic manner

Minimum Qualifications

Requires High School graduation or GED equivalent supplemented by specialized courses / training equivalent to completion of one (1) year of college in Business Administration.

Strong MS Excel or Database knowledge

Requires one (1) year of experience in an office environment; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Ability to speak and translate Spanish preferred.

Other : Valid Florida Driver’s License

Insurable under the agency’s insurance policy

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

PI259960021

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Administrative Assistant - Housing Compliance

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