Housing Administrative Assistant

JOB TITLE: Housing Administrative Assistant
DEPARTMENT: Housing
SUPERVISOR’S TITLE: Housing Director
POSITIONS SUPERVISED: None
JOB STATUS: Part-time, Non-Exempt

SCHEDULE: Three days a week, 8am-4pm. The three days are flexible (Monday-Friday)

Summary:

Provide administrative, clerical, purchasing, recordkeeping, and general office support to the Housing Department and Housing Director. This position assists with correspondence, reports, filing, grant research, development project documentation, purchasing, procurement activities, and departmental communications while maintaining confidentiality and compliance with agency policies and procedures. The Housing Administrative Assistant provides professional and courteous service to employees, persons served, residents, vendors, and the general public.

Key Responsibilities:

• Provide administrative, secretarial, and clerical support to the Housing Director and Housing Department
• Type and prepare correspondence, records, reports, forms, brochures, and other departmental documents
• Create and design forms, brochures, and other materials as requested
• Proofread documents and ensure accuracy in spelling, grammar, formatting, and mathematical information
• Assist with researching data for development grants and other departmental projects
• Assist with collecting, organizing, and tracking information related to development project draws
• Complete filing and other clerical tasks for the Housing Department as needed
• Maintain organized and accurate departmental records and documentation
• Prepare purchase requisitions in accordance with agency procedures
• Order equipment, supplies, and other materials for department programs as approved by the Housing Director
• Assist with collecting bids and price comparison documentation in accordance with Blue River Services procurement policies
• Exercise purchasing authority responsibly and ensure expenditures are for legitimate agency purposes and receive appropriate approval before purchase
• Maintain confidentiality of employee, resident, and other sensitive information accessed through the position
• Deliver and pick up mail, paperwork, supplies, equipment, and other materials between Blue River Services locations and department offices within the service area as needed
• Provide timely and courteous customer service to persons served, residents, employees, vendors, visitors, and members of the public
• Complete all other duties as assigned by the supervisor

Qualifications & Skills:

• Proficiency with Microsoft Office applications, particularly Microsoft Excel
• Knowledge of word processing, database, and spreadsheet software
• Strong attention to detail and accuracy in grammar, spelling, and mathematics
• Ability to compose professional business correspondence and proofread documents
• Strong organizational and administrative skills
• Ability to maintain accurate records, reports, spreadsheets, and other documentation
• Friendly, professional, and courteous customer service skills
• Ability to communicate effectively with coworkers, persons served, residents, vendors, and the general public
• Strong verbal and written communication skills
• Ability to maintain confidentiality of employee, resident, and agency information

Physical & Work Requirements:

• Ability to lift and carry a box of office supplies, including a box of copy paper
• Ability to perform routine office and clerical activities
• Ability to safely handle and transport office supplies, paperwork, mail, and other materials
• Ability to travel between Blue River Services locations and department offices as needed
• Ability to maintain reliable and safe transportation for work-related travel
• Valid driver’s license required
• Proof of vehicle liability insurance with minimum coverage required by Indiana state law

Certifications & Training Requirements:

• Participate in required in-service training designed to maintain or increase job knowledge and skills
• Complete all required agency and department training

Additional Information:

For more information, you may contact Suann Stroud at 812-572-4006

Blue River Services, Inc. is an Equal Opportunity Employer/Drug-Free Workplace