Administrative Coordinator II

Bremerton Housing Authority•Bremerton, WA

2d•Hybrid

About The Position

Performs complex technical and administrative support work including reviewing and finalizing Contract Administration invoices, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers including residents, and providing office administrative support to managerial and professional staff.

Requirements

High School Graduate or General Education Degree (GED): Required
3 plus years of experience in Administrative Support or other fields where data entry, reporting, and attention to detail is required.
Experience working with affordable housing through HUD funded programs is a plus.
Intermediate to high level MS Office programs, including Word, Excel, Outlook, PowerPoint.
Intermediate level data entry.
Intermediate level Adobe Standard for publishing to PDF, applying signatures, and combining PDF documents.
Accountability - Ability to accept responsibility and account for their actions.
Accuracy - Ability to perform work accurately and thoroughly.
Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Communication, Written - Ability to communicate in writing clearly and concisely.
Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
Detail Oriented - Ability to pay attention to the minute details of a project or task.
Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
Interpersonal - Ability to get along well with a variety of personalities and individuals.
Organized - Possessing the trait of being organized or following a systematic method of performing a task.
Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
Project Management - Ability to organize and direct a project to completion.
Reliability - The trait of being dependable and trustworthy.
Research Skills - Ability to design and conduct a systematic, objective, and critical investigation.
Team Builder - Ability to convince a group of people to work toward a goal.
Technical Aptitude – Performance Based Contract Administration (PBCA) Programs - Ability to comprehend complex technical knowledge and terminology of Project-Based Section 8 housing programs and applicable federal, state and local laws within the first six months in the position.
Training - Ability to develop a particular skill in others to bring them up to a predetermined standard of work performance.
Working Under Pressure - Ability to complete assigned tasks under stressful situations.

Nice To Haves

Associates Degree (two-year college or technical school): Preferred, Field of Study: Business Administration, Liberal Arts, or related field.

Responsibilities

Run and verify complex invoice reports using CMS’ PBCA processing software and MS Office products such as Excel and Word.
Produce annual reports for HUD including the Annual Work Plan and route to CMS leaders for feedback and revisions.
Process invoice inputs from HUD representatives and communicate with them to resolve questions.
Store/save reports and other final work products into CMS’ document retention software.
Produce ad hoc reports on CMS work deliverables (e.g., monthly PBCA unit counts) using MS Excel.
Process and reconcile monthly invoices and accounts payable for FedEx, Credit Cards, and other CMS vendors.
Set up and communicate instructions to HUD on electronic document transfers for annual PBCA contract compliance reviews.
Retrieve, open, read, route, and distribute incoming mail or other materials and answer routine letters.
Enter data into CMS’ PBCA processing software for items such as Fair Market Rent updates and Income Limit data.
Schedule meetings using MS Outlook.
Arrange logistics for group meetings at the CMS office.
Register CMS and CMS staff for industry events.
Answer telephone calls from and give information to Multi-Family property owners, HUD representatives, vendors and others.
Greet visitors to the CMS office.
Compose and distribute meeting notes.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Procure office supplies using the Internet and distribute supplies within the office and through mail to remote staff.
Maintain/update the Administrative Coordinator procedure (“desk”) manual as efficiencies are discovered and/or changes occur.
Other duties as assigned.

Benefits

Medical Insurance-BHA pays 95% for employee only or 90% for family
Vision Insurance-BHA pays 95% for employee only or 90% for family
Dental Insurance – 100% Covered by BHA
Life and AD&D Insurance
Washington State Retirement (PERS)
Washington State Deferred Compensation
Paid Time Off (PTO) Accrual of 150 hours in first year
Washington State Paid Sick Leave – 1 hour for every thirty hours worked (approx. 69 hours per year)
14 Paid Holidays per year
Longevity Pay
Employee Assistance Program
Tuition Reimbursement Opportunities