Office Specialist

The Housing Office Specialist is responsible for administrative office duties for the Public Housing High‑Rise buildings in compliance with HUD regulations, Minnesota Housing and Fair Housing regulations, and HRA policies. This position provides administrative support in areas of rent processing, tenant accounts, waitlists, eligibility determinations, certifications, and resident communications while providing high‑quality customer service to residents and applicants.

• Answer phones, respond to messages, and provide front‑line customer service to residents and applicants.
• Respond to tenant and applicant inquiries, complaints, and requests in a professional, timely, and customer‑focused manner.
• Use Yardi and other housing management systems to ensure accurate tracking of waitlists, certifications, rent, and occupancy.

• Post tenant payments, including rent, late fees, and debit payments.
• Assist with tracking and reconciliation of tenant ledgers, including security deposits, pet deposits, rent statements, and payment plans.
• Post monthly late fees, monitor delinquent rents, and issue late rent notices.
• Assist with preparation and issuance of termination notices and non‑payment of rent letters in accordance with lease provision and HUD requirements.
• Process building, vendor, and program‑related invoices and coordinate with finance staff and supervisor for payment and reconciliation.

• Assist with the public housing waitlist, including applicant intakes, eligibility screening, and annual updates as needed.
• Assist with processing applicants from the waitlist through move‑in, including verification of file completion and accurate data entry in Yardi.
• Assist with maintenance of accurate electronic and paper files for all applicants and residents.
• Attend required trainings to remain current on HUD regulations, program updates, and HRA policies.
• Perform other duties as assigned that are consistent with the scope and level of the position.

• High School diploma or equivalent; associate degree or relevant coursework desired.
• One (1) year of experience in public housing, affordable housing, or a related administrative field, or an equivalent combination of education and experience.
• Proficiency with Microsoft Office applications; property management or housing software (Yardi preferred) desired.

• Experience working with public housing, or other HUD‑funded programs.
• Customer service experience in a housing or public‑facing environment.

• Knowledge of HUD regulations and eligibility requirements.
• Ability to communicate effectively and professionally, both orally and in writing.
• Ability to establish and maintain effective working relationships with co‑workers, residents, contractors, and the public.
• Ability to maintain accurate records.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail, organizational skills, and ability to manage deadlines.

The City of South St. Paul provides a comprehensive benefits package for full‑time employees, which includes:

• Health Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Dental Insurance
• Group Life Insurance
• Long‑Term Disability Insurance
• Public Employees Retirement Association (PERA)
• Paid Holidays
• Vacation Leave
• Personal Leave
• Sick/Earned Sick and Safe Time (ESST) Leave

Additionally, employees have access to a variety of voluntary benefit options, including:

• Deferred Compensation Plans
• Vision Insurance
• Critical Illness Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Short‑Term Disability Insurance

This benefits package is designed to support the health, well‑being, and financial security of our employees.