Executive Administrative Assistant and 504 Coordinator

Springfield Housing Authority; Springfield (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

The Springfield Housing Authority seeks an Admin Support professional to manage visitors, correspondence, and inquiries, and to provide support to executive staff. The role centers on communicating information about SHA to residents, staff, and the community, and to serve as the 504 Coordinator.

Responsibilities include coordinating reasonable accommodations, preparing reports, greeting visitors, handling calls, mail, and records, assisting with board meetings and audits, submitting reports to

Qualifications

• Associate or college degree preferred with at least three years of general office experience.
• Experience with and a working knowledge of Fair Housing laws.
• Experience with and a working knowledge of Microsoft Word, Microsoft Excel and Microsoft Outlook and the ability to learn other aspects of Microsoft Office.
• Strong organization, interpersonal and customer service skills.
• Ability to respond professionally and courteously to constant interruptions.
• Ability to interpret and perform written or oral instructions.
• Dependable work habits.
• Comprehensive knowledge of standard office practices, procedures, techniques and equipment.
• Excellent writing and oral communication skills.
• Working knowledge of the local media market and personalities involved in reporting news.
• Web site construction and web site operational experience is preferred.
• Excellent oral and written communication skills.
• Ability to establish and maintain effective working relationships with staff members, local, state and federal officials; residents, business and non-profit entities and others.
• Demonstrated ability to interact and manage the communications needs of a diverse employee staff and tenant audiences and work with people of various socio-economic backgrounds.
• Ability to formulate and implement short and long range planning.
• Ability to provide proactive, creative leadership in a diverse public environment.
• Professional appearance.
• Bilingual (English / Spanish) preferred.

Responsibilities

• Serves as a 504 Coordinator. Reviews requests for Reasonable Accommodation. Responds to all requests for RA in accordance with SHA, EOHLC, HUD guidelines, ADA, Fair Housing and other applicable laws and regulations. Keeps and regularly updates a log of all RA requests and maintains all records pertaining to RA requests in accordance with applicable laws and regulations. Issues decision letters. Works with other Departments staff, General Counsel, health care providers and other entities to ensure that all requests for RA are processed within the deadline. Attends Court hearings.
• Prepares reports on RA requests.
• Greets and provides customer service of all visitors to the Executive Office. Provides assistance and referrals to visitors submitting formal complaints.
• Answers incoming calls from main phone line, directing callers to the appropriate department and/or personnel.
• Picks up and distributes mail and processes outgoing mail on a daily basis. Distributes electronic correspondence upon receiving. Prepares and submits postage reports. Maintains front office and mailroom in an orderly fashion.
• Assists in preparations for Board Meetings, Resident Advisory Board meetings corporate events, professional development events. Assists with preparing for Performance Management reviews, Management and Occupancy reviews and audits.
• Assists Executive Department staff with preparing and submitting reports to HUD, EOHLC, MassHousing, Accounting Department and other SHA departments and other entities.
• Schedules and prepares for hearings. Tracks all hearing requests, status and outcomes. Ensures that hearings get scheduled on a timely manner and the decision letters are sent in accordance with deadlines.
• Submits electronic purchase order requisitions; maintains inventory of office supply. Reconciles SHA debit/credit cards with statements.
• Maintains records/ filing; coordinates translation / interpretation services (including for hearings) and invoices.
• As needed, provides assistance to the HR Department, including benefits coordination, updating employee records, conducting new employees' orientation, processing terminations, filing workers compensation reports and maintaining records for the claims.
• Prepares and submits applications for professional organizations awards. Provides assistance to grants preparation and submission. Assists Executive Department staff with their business travel plans.
• Filing.
• Assists the Department with organizing corporate and other events.
• Assists Executive Department team with other duties as required.

Skills

Organization skills

Interpersonal skills

Customer service

Written and verbal communication

Bilingual English/Spanish

Education

Associate or college degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Web site construction

Job description

Position Summary

Responsible for the professional and efficient management of visitors, correspondence and inquiries to the agency and provides administrative support to the executive staff. Primary responsibility within the SHA for collecting and communicating information about the SHA to residents, staff, and the broader community. Serves as a 504 Coordinator. Processes requests for reasonable accommodation

Functions include::

• Serves as a 504 Coordinator. Reviews requests for Reasonable Accommodation. Responds to all requests for RA in accordance with SHA, EOHLC, HUD guidelines, ADA, Fair Housing and other applicable laws and regulations. Keeps and regularly updates a log of all RA requests and maintains all records pertaining to RA requests in accordance with applicable laws and regulations. Issues decision letters. Works with other Departments staff, General Counsel, health care providers and other entities to ensure that all requests for RA are processed within the deadline. Attends Court hearings.
• Prepares reports on RA requests.
• Greets and provides customer service of all visitors to the Executive Office. Provides assistance and referrals to visitors submitting formal complaints.
• Answers incoming calls from main phone line, directing callers to the appropriate department and/or personnel.
• Picks up and distributes mail and processes outgoing mail on a daily basis. Distributes electronic correspondence upon receiving. Prepares and submits postage reports. Maintains front office and mailroom in an orderly fashion.
• Assists in preparations for Board Meetings, Resident Advisory Board meetings corporate events, professional development events. Assists with preparing for Performance Management reviews, Management and Occupancy reviews and audits.
• Assists Executive Department staff with preparing and submitting reports to HUD, EOHLC, MassHousing, Accounting Department and other SHA departments and other entities.
• Schedules and prepares for hearings. Tracks all hearing requests, status and outcomes. Ensures that hearings get scheduled on a timely manner and the decision letters are sent in accordance with deadlines.
• Submits electronic purchase order requisitions; maintains inventory of office supply. Reconciles SHA debit/credit cards with statements.
• Maintains records/ filing; coordinates translation / interpretation services (including for hearings) and invoices.
• As needed, provides assistance to the HR Department, including benefits coordination, updating employee records, conducting new employees' orientation, processing terminations, filing workers compensation reports and maintaining records for the claims.
• Prepares and submits applications for professional organizations awards. Provides assistance to grants preparation and submission. Assists Executive Department staff with their business travel plans.
• Filing.
• Assists the Department with organizing corporate and other events.
• Assists Executive Department team with other duties as required.

Qualifications

1. Associate or college degree preferred with at least three years of general office experience.
2. Experience with and a working knowledge of Fair Housing laws
3. Experience with and a working knowledge of Microsoft Word, Microsoft Excel and Microsoft Outlook and the ability to learn other aspects of Microsoft Office.
4. Strong organization, interpersonal and customer service skills.
5. Ability to respond professionally and courteously to constant interruptions.
6. Ability to interpret and perform written or oral instructions.
7. Dependable work habits.
8. Comprehensive knowledge of standard office practices, procedures, techniques and equipment.
9. Excellent writing and oral communication skills.
10. Working knowledge of the local media market and personalities involved in reporting news.
11. Web site construction and web site operational experience is preferred.
12. Excellent oral and written communication skills.
13. Ability to establish and maintain effective working relationships with staff members, local, state and federal officials; residents, business and non-profit entities and others.
14. Demonstrated ability to interact and manage the communications needs of a diverse employee staff and tenant audiences and work with people of various socio-economic backgrounds.
15. Ability to formulate and implement short and long range planning.
16. Ability to provide proactive, creative leadership in a diverse public environment.
17. Professional appearance.
18. Bilingual (English / Spanish) preferred.