Housing Administrative Assistant Opening with Friends For Life Corp.

SUMMARY: 

The Friends For Life Housing Administrative Assistant will provide administrative support to the Housing Department as assigned.

 

ESSENTIAL DUTIES AND RESPONSIBILITES include the following.  Other duties may be assigned.

Provide timely clerical support and program assistance to the Housing Department as assigned by the Director of Housing Operations. Schedule and conduct quarterly inspections of properties within the Housing Department in conjunction with the Director of Housing Operations. Notify tenants in writing, at least 24 hours in advance, of property inspections. Maintain Housing Department files as directed. Assist in monthly, quarterly and or annual review of Housing charts. Document all maintenance requests in maintenance log, submit requests to Property Technician and copy to Director of Housing Operations within 24 hours of request. File all completed maintenance request work orders. Maintain maintenance request log and requests in orderly and up to date manner. Print out, submit and track monthly preventative maintenance requests by 1st of each month.

Maintain keys to all agency properties in secure lock boxes. Use sign in/out sheet to track distribution/check out of any agency keys. Coordinate with Housing Director, as assigned, and/or Property Maintenance Technician the scheduling of vendors for routing property services such as pest control, lawn care, etc. for agency properties. Compile and distribute monthly rent statements for Housing tenants by the 2nd of each month. Receive and receipt rents for Housing tenants by the 5th of each month. Track late rents, compile and mail late rent statements by the 6thth of each month. Direct all receipts and transactions to the business office according to the SOP for rent collection. Submit applicable subsidy report by the 5th of each month. Submit applicable match report by the 5th of each month. Submit additional reports according to schedule as assigned. Track recertification dates and mail recertification letters for S+C according to HUD timelines. Typing as assigned.

Maintain Service Activity Log (SAL) binder on a daily basis. File progress notes, other documents submitted for housing program charts. Maintain all Housing program waiting lists, according to HUD guidelines.

Issue Representative Payee checks and maintains proper documentation of check issuances weekly. Complete Service Activity Log (SAL) each time that representative payee activity is conducted. Monitor supplies for Housing Department to prevent depletion of supplies.  Submit purchase orders to request additional supplies.

Route client walk–in inquiries to appropriate housing personnel. Ensure copies of form for Request of Housing at Front Desk. Issue vendor checks as requested. Issue bus tokens to Housing tenants as needed. Receive incoming orders for janitorial and office supplies in absence of environmental tech and property maintenance tech. Check orders to ensure accurate delivery before signing. Collect supportive services forms monthly for match report. Submit report of outstanding maintenance requests monthly by 1st of each month. Mail maintenance surveys to Housing tenants within 48 hour of completed maintenance, track and file returned surveys. Submit returned surveys by the 5thof each month. Provide accurate, complete and timely data entry and reporting of all relevant program and consumer data into CAREWare, HMIS, Evaluweb and/or other reporting systems as requested by supervisor.

EDUCATION and/or EXPERIENCE: Must have a high school diploma or GED equivalent. Must have experience with Microsoft Office. CERTIFICATES, LICENSES, REGISTRATIONS: Must have a valid State Driver’s License, provide proof of automobile insurance coverage to employer at all times and have an automobile to be used daily to perform job duties.

 

Contact Information and Procedure:
Mail, fax or e-mail application and resume along with a cover letter highlighting in detail skills and experience. Applications can be obtained at the FFL office orwww.friendsforlifecorp.org/employment

Email applications in Word or PDF only. Candidates will be selected for interviews on the basis of materials provided.  Not all candidates will necessarily receive an interview.  No telephone calls please.

Deadline for applications is:  OPEN UNTIL FILLED, but priority will be given to those applications received by September 5, 2014

Send application materials to:

Email:  gina.fortner@friendsforlifecorp.org

Mail:     Human Resources

Friends For Life, 43 N. Cleveland St., Memphis, TN 38104

Fax:      901-272-7458                                                   *Position contingent upon continued grant funding- EEO/AA