Administrative Assistant - Public Housing

• Location 320 S. 5th Street,8th Floor,Louisville, KY, 40202,United States
• Base Pay $38,000.00 - $52,000.00 / Year
• Employee Type Non-Exempt FT
• Required Degree High school

The Administrative Assistant - Public Housing provides direct administrative and clerical support to the Property Manager and assists with the daily operations of assigned Public Housing sites. This position plays an essential role in ensuring accurate documentation, timely communication, and compliance with HUD and agency requirements. The Administrative Assistant helps coordinate resident interactions, rent processing, inspection scheduling, and file maintenance to promote effective property management and positive resident relations.

• Office Operations:
  Open the office promptly each day, ensuring a professional, organized, and welcoming environment for residents, visitors, and vendors.
• Customer Service:
  Provide courteous, respectful, and timely assistance to residents, staff, and community partners. Serve as the first point of contact for inquiries, directing matters to the Property Manager as appropriate.
• Administrative Support:
  Provide comprehensive administrative support to the Property Manager, assisting with scheduling, filing, and correspondence to maintain efficient operations of assigned housing sites.
• Communication:
  Maintain timely communication with residents and internal departments regarding rent payments, inspections, work orders, and lease requirements.
• Recordkeeping:
  Maintain resident files, move-in/move-out documentation, rent ledgers, and occupancy records to ensure accuracy and audit-readiness in accordance with HUD and agency standards.
• Rent Collection:
  Process and receipt rent payments daily; maintain accurate rent collection logs, track delinquencies, prepare late and eviction notices, and assist with repayment agreements as directed by the Property Manager.
• Compliance:
  Ensure all resident documentation and office postings (Fair Housing, Equal Opportunity, rent due dates, grievance procedures, etc.) are current and compliant with HUD and agency policies.
• Scheduling and Coordination:
  Assist in scheduling unit inspections, maintenance work orders, annual recertifications, and resident meetings; coordinate with Maintenance and Housing Specialists as needed.
• Reporting:
  Compile and submit weekly and monthly occupancy, rent collection, and maintenance reports for review by the Property Manager.
• Procurement and Supplies:
  Order and maintain office supplies, process purchase requisitions and assist with invoice tracking and vendor communication.
• Data Entry:
  Enter resident, rent, and maintenance data accurately into Yardi or other agency software systems.
• Professional Conduct:
  Handle confidential information regarding residents and agency operations with discretion and professionalism.
• Resident Relations:
  Support community engagement by assisting with resident meetings, notices, and event coordination.
• Collaboration:
  
  Work closely with Maintenance staff, Housing Specialists, and administrative personnel to ensure efficient property management operations.
• Accountability:
  Demonstrate reliability, punctuality, and consistency in work performance. Uphold the mission and values of the Public Housing Department and the Housing Authority in all interactions.
• Other Duties:
  Perform other duties assigned to support departmental goals and assist the Property Manager with special projects or administrative needs.

• Knowledge of HUD Public Housing program regulations, policies, and lease compliance procedures preferred.
• Strong organizational and time-management skills with the ability to meet deadlines and manage multiple priorities.
• Excellent written and…