SENIOR ADMINISTRATIVE ASSISTANT

Louisville Metro Housing Authority; Louisville (KY); On-site; USD 32,000 - 38,000; Full time

Job summary

Louisville Metro Housing Authority is seeking a Senior Administrative Assistant to provide advanced administrative, operational, and program support to the Public Housing teams in Louisville, KY. The role ensures efficient office coordination, supports HUD compliance, and serves as a liaison with residents and external partners.

Key duties include calendar management, document preparation, file maintenance, and collaboration with managers, vendors, and staff to complete eligibility and lease-up

Qualifications

• Requires a 2-year degree and strong administrative skills.
• Experience with HUD compliance and housing programs is a plus.
• Excellent organizational and communication abilities.

Responsibilities

• Manage calendars, meetings, and logistics for departmental leadership.
• Prepare correspondence, reports, and meeting minutes for Public Housing operations.
• Maintain filing systems for contracts, tenant files, and compliance records.
• Assist HUD reports, monthly board reports, and data verification requests.
• Track annual recertifications, admissions, transfers, and maintenance work orders.
• Coordinate with property managers, housing specialists, maintenance supervisors, and vendors to complete actions.
• Monitor workflows to meet deadlines across programs.
• Support public notices and resident updates.
• Process purchase orders, invoices, and payments per policy.
• Aid budget monitoring, grant tracking, and expense reconciliation.
• Coordinate vendor communications related to housing operations.
• Respond to inquiries about housing policies and procedures.
• Support compliance reviews and audits by organizing documents.

Education

2 Year Degree

Job description

• Location 320 S. 5th Street,8th Floor,Louisville, KY, 40202,United States
• Base Pay $23.55 - $27.40 / Hour
• Employee Type Non-Exempt FT
• Required Degree 2 Year Degree

Position Summary

The Public Housing Senior Administrative Assistant provides advanced administrative, operational, and program support to the Property Management and Maintenance teams. This position ensures efficient coordination of daily office functions, assists in program documentation and compliance tracking, and supports departmental initiatives that promote high-quality service delivery and HUD compliance. The Senior Administrative Assistant acts as a key liaison between internal departments, residents, staff, and external partners.

Essential Duties and Responsibilities

Administrative and Clerical Support

• Manage calendars, schedule meetings, and coordinate logistics for departmental leadership.
• Prepare correspondence, reports, agendas, minutes, and other documents related to Public Housing operations.
• Maintain organized filing systems (both electronic and physical) for contracts, tenant files, landlord documentation, and compliance records.
• Assist in the preparation and submission of HUD-required reports and monthly board reports, audits, and data verification requests.

Program Coordination

• Track and process documentation for annual recertifications, new admissions, transfers, and maintenance work orders.
• Coordinate with Property Managers, Housing Specialists, Maintenance supervisors, and external vendors to ensure timely completion of eligibility and lease-up actions.
• Monitor task lists, workflows, and timelines to ensure deadlines are met across both programs.
• Support public communications such as notices, mailings, and resident updates.

Financial and Procurement Support

• Process purchase orders, invoices, and payment requests in compliance with procurement policy.
• Assist with budget monitoring, grant tracking, and expense reconciliation as directed.
• Coordinate vendor and contractor communications related to housing operations or resident services.

Customer Service and Stakeholder Communication

• Respond to resident, landlord, and public inquiries regarding housing program policies and procedures.
• Provide information, forms, and referrals to appropriate departments or community resources.
• Support community engagement activities and public meetings as assigned.

Compliance and Quality Control

• Maintain confidentiality and data integrity in all administrative processes.
• Support compliance reviews and internal audits by gathering and organizing documentation.