Office Administrator at HACD – Danbury, Connecticut

OFFICE ADMINISTRATOR

Department: Operations

Reports To: Deputy Director

FLSA: Non-Exempt

Union Affiliation: Bargaining

Employment Status: Full-Time (35 hours, 4 days/week)

Schedule: 7:45 a.m. to 5:30 p.m., Monday – Thursday

Last Updated: August 13, 2025

POSITION SUMMARY
The Office Administrator is responsible for the efficient operation of office functions within the Housing Authority. This role supports departmental goals by managing administrative tasks, coordinating communications, handling data, and ensuring a welcoming environment for residents, staff, community service agencies and the public.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with the position.)

• Provide a full range of clerical support to the Housing Authority, including, but not limited to opening and closing the lobby as needed, generating and disseminating notices, maintaining logs, answering phones, preparing and coordinating mail and data entry.
• Manage day-to-day administrative operations of the main office.

• Greet and assist residents, landlords, and staff professionally
• Handle front desk incoming calls, emails, and correspondence
• Maintain office supplies inventory and reorder as needed
• Organize and maintain filing systems, both digital and physical
• Schedule and coordinate meetings (e.g. board meetings), appointments, and travel arrangements.
• Coordinate office events and assist with team building activities
• Support HR, operations and finance teams with basic administrative tasks (e.g., timesheets, check processing, board meetings, etc.)
• Ensure the office is clean, safe, and well-maintained
• Assist in the onboarding process of new employees
• Manage postings and notices inside and outside the main office
• Assist with the Admissions when needed
• Assist with scheduling appointments

• Establish and maintain effective working relationships with peers, superiors, residents, community service agencies and the public.
• Attend required trainings as scheduled.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Affordable housing experience preferred.
• Excellent customer service through professional written and verbal communication skills.
• Ability to handle high volume of phone calls and emails in a timely manner.
• Must be able to multi-task and stay organized in a fast-paced environment.
• Sophisticated knowledge of and proficiency in basic office software including internet systems, VoIP phones, Microsoft 365 platform and security cameras.
• Remains current on Agency policies and procedures, and federal, state, and local codes, rules, and regulations as they pertain to job responsibilities.
• Maintain a high level of confidentiality in all aspects of job.
• Must be able to use personal vehicle to travel between properties as needed.

EDUCATION AND EXPERIENCE

1. High school diploma or GED required.
2. Minimum 3 years of work experience in an administrative support role.
3. Bilingual ability in Spanish preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk and hear at normal volumes. The employee is frequently required to use hands or fingers to handle, feel or operate objects or controls. The employee is frequently required to stand, walk, sit; reach with hands and arms. The employee may be required to climb, or balance; and stoop, kneel or crouch. The employee may be required to lift up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Equal Opportunity Employer including disability/veterans

The Housing Authority of the City of Danbury is also a drug-free workplace.

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