Administrative Assistant

Butler Metropolitan Housing Authority•Hamilton, OH

9d•Onsite

About The Position

The Administrative Assistant is the primary administrative and customer service support professional for the Auxiliary Services Division within Property Operations. Reporting to the Auxiliary Services Manager, the position supports the manager and division lead; coordinates office operations, calendars, field schedules, work orders, meetings, and communications; maintains operational, personnel, and regulatory records; processes invoices and purchasing documentation; tracks inventory and equipment; and prepares operational data and reports. The role serves as a communication hub for residents, staff, vendors, contractors, field personnel, management, and other agency departments, and helps ensure accurate records, regulatory compliance, efficient information flow, and responsive service. The position requires strong organization, attention to detail, professionalism, confidentiality, customer service, and the ability to manage multiple priorities. Work is primarily in an office, with occasional visits to residential communities and agency properties. Regular hours are eight hours Monday through Friday. Employment is full-time and exempt, with a 120-day probationary period. Pay is commensurate with experience.

Requirements

High school diploma or GED required.
At least two years of progressively responsible administrative support experience.
Experience using Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Strong data entry and recordkeeping skills.
Strong organizational and time management skills, written and verbal communication, customer service, and attention to detail.
Ability to manage multiple priorities, maintain confidentiality, prepare reports and correspondence, establish effective working relationships, work independently with minimal supervision, solve problems, and exercise sound judgment.

Nice To Haves

Associate degree in Business Administration, Office Administration, Public Administration, or a related field.
Valid Ohio driver's license.
Experience in public housing, property management, facilities management, or local government.
Experience with work order management software.
Experience processing invoices and purchase orders.
Knowledge of inventory management.
Experience supporting field operations.
Experience maintaining regulatory or compliance documentation.

Responsibilities

Provide administrative support to the Auxiliary Services Manager and Auxiliary Services Lead.
Prepare correspondence, reports, memoranda, spreadsheets, and presentations; maintain electronic and hard-copy filing systems, division calendars, and schedules.
Prepare meeting agendas and record minutes; maintain confidential personnel and operational records; coordinate office workflow and administrative processes.
Serve as the first point of contact for residents, staff, vendors, and contractors; answer calls and emails, document requests and concerns, respond to inquiries and complaints, route service requests, and communicate appointment schedules.
Coordinate daily schedules for Auxiliary Services Specialists, pest control treatments and follow-up inspections, recurring grounds maintenance, route planning, emergency service requests, and work order tracking.
Update work order management systems and maintain service logs and scheduling calendars; monitor work order completion and prepare productivity reports.
Process and verify invoices; prepare purchase requisitions, track purchase orders, maintain vendor files, reconcile purchasing records, monitor supply expenditures, assist with budget tracking, and coordinate supply orders.
Maintain pesticide application records, Integrated Pest Management documentation, Ohio pesticide licensing records, employee certification and continuing education records, OSHA training records, Safety Data Sheet files, and other compliance documentation.
Prepare documentation for audits and regulatory inspections and maintain compliance files required by federal, state, and local agencies.
Maintain inventory records for chemicals, equipment, tools, uniforms, and PPE; monitor stock levels, track equipment assignments, coordinate repairs and maintenance appointments, and maintain fleet and preventive maintenance records.
Enter and maintain operational data in agency software; generate reports on work orders, pest control, landscaping, inventory, and productivity; assist with monthly operational reports and departmental performance metrics.
Coordinate communications with other agency departments and contractors; arrange resident notifications, meetings, training sessions, employee scheduling, and community event planning as requested.
Maintain records including pest treatment logs, grounds maintenance schedules, vendor contracts, equipment inventory, fleet records, training and safety documentation, employee certifications, purchase orders, invoices, work order history, and monthly reports.