Senior Administrative Assistant – HCV Department
Omaha Housing Authority
Senior Administrative Assistant – HCV Department
The Omaha Housing Authority is a Non-Profit Government Agency based in Omaha and established in 1935. Omaha Housing Authority contracts with HUD to provide safe and sanitary housing to low and moderate-income individuals through rent subsidies and administers over 2700 public housing units and up to 4,300 Housing Choice (Section 8) Vouchers.
OHA is Committed to Equal Opportunity
Omaha Housing Authority is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristics protected by federal, state or local laws.
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We Share Power
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The Omaha Housing Authority offers an exceptional benefits package for full-time employees that includes medical, dental, vision, and life insurance; retirement and 457 compensation; 12 days of vacation that begin on your date of hire; and 17 paid holidays, including your birthday, a floating holiday, and a self-care day. For information on Omaha Housing Authority, including more information on employee benefits and our company culture, visit our website at www.ohauthority.org
$46,195 – $63,858
This position supports the daily operations of the Housing Choice Voucher department through administrative and operational support. Essential functions include serving as a liaison to staff and clients, to include applicants, tenants, and agents/owners; and supervising administrative staff.
Client and Staff Support
-Respond to routine inquiries regarding OHA programs and housing assistance in detail by reciting policy, procedures, and regulations; including completing landlord references or other commonly requested information.
-Manage client relations issues, which includes responding to phone calls/ walk-ins, requests, and concerns.
-Provide assistance and training to clients and staff on the use of online portals.
-Assist with processing applicant removal and tenant move outs, including mailing letters and forwarding information to relevant parties.
-Oversee ongoing client communication efforts, including owner/tenant newsletters, emails, and social media posts.
-Assist with processing/posting (HAP) Housing Assistance Payments.
-Manage annual tenant satisfaction survey efforts, including analyzing feedback and providing summaries and recommendations to management.
-Assist with coordination and planning of meetings and activities for applicants, residents, community partners, and OHA staff.
-Assist with maintaining accurate information on the company website and maintenance of a social media presence.
Operational Support and Staff Supervision
-Develop and monitor outcomes measures to ensure the department administrative support is efficient and meets the needs of clients and staff.
-Participate in interviews, hiring, and training of support staff.
-Provide leadership and direct supervision for all support staff, including conducting regular team meetings, as well as individual supervision meetings with all direct reports on at least a monthly basis.
-Evaluate personnel performance and initiate disciplinary action as necessary. Complete annual performance evaluations.
-Assigns and delegates responsibility for completing specific projects and duties. Resolve staffing problems and set deadlines to ensure completion of tasks.
-Maintain a log of complaints, communicate timelines with all necessary parties, and ensure deficiencies are responded to in a timely manner.
-The Senior Administrative Assistant is responsible for effectively managing the calendar of the HCV Director, processing all correspondence to or from the HCV Director, as well as opening and prioritizing all incoming information.
-Assists HCV Director in maintaining regular communications with CEO, Commissioners, partner agencies, staff, and other stakeholders. Submits requests, correspondence and reports to CEO, HUD, or other local or state officials.
-Ensures timely response to all OHA incoming inquiries and reporting requirements.
-Process a variety of confidential correspondence, reports, and other materials for the HCV Director and Department Managers.
-Establish and maintain a comprehensive file system for all correspondence in the relevant data information related to the activities of the HCV Department.
-Maintains records and files, including those of a confidential nature. Performs confidential services as requested.
-Prepares correspondence and meeting agendas with or without dictation. Records minutes for meetings, as required.
-Organizes meetings and helps with conferences, preparing meeting room, audio/visual equipment, and materials.
-Arranges business travel and completes expense reports.
-Updates department phone list, organizational chart, department staff list on regular basis and ensures regular communication and updates are made to all department staff.
-Purchase and inventory office supplies, equipment, and furniture as needed.
Review department-wide billings and notices, and correspond with various departments and managers as needed.
Knowledge, Skills & Abilities
-Exceptional expertise with Microsoft Office, including Word, Outlook, Excel, Teams, and PowerPoint, is essential.
-Must be a confident, intelligent self-starter who can develop effective business relationships, both internally & externally, working closely with HCV Director, Department Managers, and department staff.
-Excellent organizational, analytical, and written and oral communication skills to accurately relay information through phone conversations, messages, emails, memos, letters, and other forms of correspondence.
-Stellar time management skills and the ability to manage multiple projects and prioritize in a fast-paced environment while exercising sound judgment and flexibility.
-A critical thinker, with a high level of initiative, motivation, and enthusiasm.
-Demonstrates a sense of urgency, responsiveness, and attention to detail.
-The Senior Administrative Assistant must be able to work with sensitive information in a professional and -confidential manner.
-Assist HCV Director and department managers with special projects and events.
-May work evening and weekend hours.
-Perform other duties as required or assigned.
-Bachelor’s Degree in management, business administration, or related field and four (4) years of supervisory or management experience, or equivalent combination of experience and training.
-Excellent oral, written, analytical, and interpersonal skills. Must have a strong ability to identify and solve problems. Ability to develop and present training sessions.
-Must possess and maintain a valid motor vehicle operator’s license and excellent driving record. Must be insurable under the OHA auto insurance policy. Must have transportation available to perform the functions of this position as needed.
-Computer skills and experience using Microsoft Office products. Ability to create presentation materials and to conduct public meetings.
-Ability to establish and maintain effective working relationships with co-workers, consultants, contractors, HUD, local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds.
Work is performed in an office setting amid normal conditions of dust, odors, fumes, and noises and involves considerable public contact.
Ability to sit, stand and walk up to 100% of the time; and reach stoop, squat, push, pull and type up to 25% of the time. Ability to move objects weighing up to ten (10) pounds up to 33% of the time.
The noise level in the work environment is usually moderate
(Any one position may not use all of the tools and equipment listed nor do the listed examples comprise all of the tools and equipment that may be used in positions allocated to this classification)
December 31, 2023