Administrative Coordinator II in Bremerton, Washington at Bremerton Housing Authority

Administrative Coordinator II

Department: Contract Management Services

Job Status: Full-Time

FLSA Status: Non-Exempt

Reports To: CMS Assistant Director

Grade/Level: 30

Amount of Travel Required: None

Job Type: Regular

Positions Supervised: None

Work Schedule: Regular business hours

Union: OPEIU represented position

Work Location: Onsite or hybrid

Starting Hourly Rate: $26.79 per hour; Union position Grade 30, Step 1

Full Hourly Range: $26.79 - $43.10 per hour

Position Close Date: This position will remain open until Thursday, May 21, 2026 at 5:00 pm.

Benefit package includes:

• 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

POSITION SUMMARY

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.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Function Summaries

• 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.

POSITION QUALIFICATIONS

Required Education and Experience

Education: High School Graduate or General Education Degree (GED): Required

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

Experience: 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.

Bremerton Housing Authority has the discretion to accept any other equivalent combination of education and experience when relevant.

Computer Skills: 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.

This role routinely uses standard office equipment such as computers, phones, photocopiers, fax machines, mail machines, scanners, etc.

Required Competencies

• 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.

WORK ENVIROMENT

The employee primarily sits at a desk but has the opportunity to move about at will. Hand-eye coordination is necessary to operate various types of office equipment. The employee will occasionally lift and carry up to 30 pounds. The employee will need good listening abilities and may be exposed to noise from basic office machine operation.

PHYSICAL DEMANDS

N (Not Applicable)

Activity is not applicable to this position.

O (Occasionally)

Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Position requires this activity more than 66% of the time (5.5+ hrs/day)

The Housing Authority of the City of Bremerton (BHA) has reviewed this position outline to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Review the job analysis or desk manual for greater details about the types of tasks being performed in this position. This document does not represent a contract of employment, and BHA reserves the right to change this position outline and/or assign tasks for the employee to perform, as the company may deem appropriate.

Equal Employment and Housing Opportunity Barrier Free

Bremerton Housing Authority does not discriminate on the basis of race, color, creed, national origin, religion, disability, sex, sexual orientation, age (over 40), military status, whistleblower retaliation, or familial status in admission and access to its programs.

To request a reasonable accommodation for work related reasons, contact the HR office at 360-616-7107.

To request a reasonable accommodation for housing, contact a BHA Section 504 Coordinator at 360-479-3694