CDA Housing Professional Assistant

City-of-Madison,-W; Madison (WI); On-site; USD 42,000 - 60,000; Part time

Job summary

The City of Madison’s Community Development Authority seeks an administrative professional to provide advanced-level support across offices, including data entry, notices, reporting, and customer service. The role emphasizes accuracy, confidentiality, and reliable travel between CDA sites.

Working Monday through Friday, 8:00 a.m. to 1:00 p.m., you will greet visitors, process correspondence, maintain records, assist with bookkeeping, and coordinate records and events, all while delivering

Qualifications

• Two years of experience in office administration or related roles.
• Proficiency with Word, Excel, Outlook, Access, SharePoint.
• Strong written and verbal communication; accurate punctuation and reporting formats.
• Ability to use database software and generate reports.

Responsibilities

• Greet visitors, route calls, respond to inquiries, and refer appropriately.
• Enter client information and issue notices; maintain and audit files.
• Process invoices, requisitions, and vendor payments; handle bookkeeping tasks.
• Coordinate records, translate documents, and support project coordination and events.
• Maintain and reconcile accounts and prepare reports as needed.
• Support multi-site office administration and data transmissions to HUD.

Skills

Customer service

Organizational skills

Attention to detail

Multitasking

Communication

Education

Associates degree or two years towards a Bachelor's degree in Accounting, Business Administration, Finance, Management, Public Administration

Tools

Word

Excel

Outlook

Access

SharePoint

Munis

Accela

Legistar

GTViewer

Job description

This administrative position supports management and team members of the Community Development Authority (CDA) through a wide range of advanced-level operational, administrative, and customer service support using excellent organizational, technology, and customer service skills. The position assists with multi-site office administration in the performance and coordination of specialized program functions related to subsidized housing programs, including essential routine and non-routine tasks. The work includes data entry, issuing client notices, generating reports, processing invoices, programmatic recordkeeping and reporting, covering the front desk, and handling confidential and time sensitive matters with a strong emphasis on customer service, accuracy and attention to detail, and requiring reliable transit to various physical locations depending on scheduling needs.

Work schedule: Monday - Friday, 8:00 a.m. to 1:00 p.m.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Reception

• Greet visitors, route phone calls, respond to inquiries, and make appropriate referrals
• Maintain community resource information
• Process mail and email

Applicant/Client Processing and Compliance

• Enter data of customer information
• Issue notices
• Review documents and assign wait list preferences
• Process verifications
• Assist with recertification and portability paperwork
• Process data transmissions to the U.S. Department of Housing and Urban Development (HUD) and monitor data corrections
• Process maintenance work orders
• Maintain and audit client files

Bookkeeping

• Purchase supplies
• Prepare requisitions and purchase orders, and process invoices
• Reconcile purchasing cards and expenses
• Process tenant receivables

Advanced Administrative Assistance and Project Coordination

• Set-up and design file and data records
• Coordinate records for archive and destruction
• Perform vital document inventory and translation
• Assist with document digital accessibility
• Assist with tenant participation activities and events
• Maintain capital project files and assist with solicitations and bid invitations
• Create forms and customer surveys
• Coordinate equipment maintenance requests

Perform related work as assigned.

Two (2) years applying the following:

• Office administrative methods, practices and equipment.
• English composition, correct punctuation, spelling, grammatical usage and acceptable business letter and report formats.
• Computer software (e.g. Word, Excel, Outlook, Access, Accela, Sharepoint, Legistar, Munis, GTViewer) applicable to the duties of the position.

Familiarity with:

• Business math and basic accounting and budgeting practices

OR

An Associates degree or two (2) years of coursework towards a Bachelor's degree in Accounting, Business Administration, Finance, Management, Public Administration or other related fields.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities, and work independently with minimal direct oversight.

Ability to:

• Alphabetize, index, type accurately and efficiently, perform routine mathematical calculations, and accurately allocate charges and expenses to proper cost center accounts
• Organize, prioritize, and perform administrative and clerical work
• Utilize database software, enter data accurately, identifying inaccurate and incomplete information, and generating reports
• Use Microsoft software programs with proficiency (Word, Excel, PowerPoint, Outlook, SharePoint, Teams)
• Communicate effectively both orally and in writing
• Follow written and oral instructions accurately
• Gather information from customers and provide appropriate referrals in a timely fashion
• Relate to a diverse group of customers and provide exceptional customer service
• Be patient, polite, and tactful in interacting with irate, irrational, or disoriented individuals
• Understand and explain CDA policies, procedures, and functions effectively and efficiently
• Meet deadlines and work under pressure with interruptions
• Maintain effective working relationships, interact with different work teams and adapt quickly to changing work environments with transitions between various local work sites and assignments
• Be prompt and maintain excellent attendance

Ability to meet the transportation requirements of the position. This position works a rotating schedule across CDA central and site offices located throughout the city.

Physical Requirements:

Ability to perform work at a sit/stand desk using standard office equipment for lengthy periods of time.