Administrative Specialist - Housing

Position Purpose

The City of Arvada promotes Equal Pay for Equal Work. Starting salary will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity. The range listed reflects the entire range and typical placement is entry to mid-range.

Performs a wide variety of routine to complex technical and administrative support and customer service activities to assist the Housing Division and the Arvada Housing Authority. Job Functions / Scope of Authority

ESSENTIAL JOB FUNCTIONS

• Performs front desk duties and activities to ensure customer support goals are prioritized and met during operating hours, including answering phones, responding to emails and assisting walk-in customers.

• Maintains basic knowledge of the Housing Division and Arvada Housing Authority assistance programs to be able to answer questions and direct customers appropriately.

• Creates and maintains routine reports and spreadsheets to provide requested information in a timely manner and usable format. May include developing and implementing new administrative related forms and/or reports.

• Monitors and maintains office supply inventory

• Organizes and maintains records, documents and files

• Manages incoming and outgoing mail, shipping and running errands.

• Coordinates Housing Manager's calendar

• Schedules internal and external appointments and meetings.

• Provides administrative support for special projects

• Assists with office events and activities

• Provides administrative support to the Housing Choice Voucher (HCV) team including program data entry, coordinating housing inspections, preparing annual reexamination packets, tracking repayment agreements and filing documents.

• Conducts internal audits of Essential Home Repair Program files in loan portfolio.

• Prepares and tracks expenses using Oracle financial system.

• Completes meeting minutes for Housing team meetings and assigned City committees

• Assists with maintaining a safe and secure work environment

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Strong customer service and problem resolution skills.

• Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the city and the general public in a positive and cooperative manner.

• Strong knowledge of bookkeeping practices.

• Ability to handle multiple tasks efficiently.

• Ability to answer routine to complex questions based on understanding of division policies and procedures and program specific requirements and information.

• Computer skills with demonstrated experience proficiency in Microsoft Office and Google suite.

• Ability to handle multiple priorities while remaining organized and focused so that tasks are completed and deadlines met.

• Ability to operate a motor vehicle to travel to and from off-site locations to support business needs

OTHER FUNCTIONS:

• Other duties as assigned

-Employees are held accountable for all duties of this job-

SCOPE OF AUTHORITY:

Receives general supervision under the direction of the Housing Manager . Duties and tasks are routine in nature. Judgment and analysis are required in resolving problems and making recommendations. Ensures that all details of a task are accomplished properly. Assignments are usually on an as-needed basis, with verbal instructions. Plans daily work activities and prioritizes tasks. Daily activities are established by supervisor. Detailed but easy to understand procedures cover all duties, with guidance sometimes being needed to handle irregular situations. Generally detailed procedures cover the majority of the work, but often times decisions have to be made based on organizational policy and/or precedent.

Financial Accountability:

Makes recommendations to supervisor for budget allocations that pertain to functional area supplies and printing. Approves expenditures up to a designated amount. Monitors tracking of accounts payable and/or receivable and may have cash handling and reporting responsibilities.

SUPERVISION EXERCISED:

No supervisory responsibilities.

COMMUNICATION/WORKING RELATIONSHIPS:

Internal Contacts: Department employees, division staff, sales tax staff and other departments.

External Contacts: General public, and Faison, and Xcel Energy.

Working Environment / Qualifications

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job.

Work is primarily performed in an office environment with low noise levels. Physical effort and activities include: Physical effort above and beyond that performed in a normal office environment is generally not required. Must be able to operate a motor vehicle and normal office equipment such as a telephone, computer, fax machine, typewriter, etc.

MINIMUM REQUIRED QUALIFICATIONS (EDUCATION, LICENSE, TRAINING AND EXPERIENCE):

High school diploma or equivalent and (4) four years of general office/administrative experience, including word processing, data entry, spreadsheets and financial accounting software. Customer service experience in an office environment a must.

Preferred Qualifications:

Prior knowledge and experience working in housing programs highly desired.

MATERIAL AND EQUIPMENT DIRECTLY USED:

Requires use of standard office equipment including personal computer, copier, facsimile machine, dictating machine and typewriter. Software utilized includes Word, Excel, internet explorer, PhotoShop, Access, Publisher, Oracle, and Reflection. Section 8 program data processing software such as Tenmast

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

Vision Mission Values

EQUAL OPPORTUNITY EMPLOYER

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Vision:

We Dream Big and Deliver

Mission:

We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values:

Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.

Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.

Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results