The Operations Administrative Specialist is responsible for providing administrative and special project support to the Executive Director and Department Heads; acting as project manager for grants and special projects; conducting research, collecting and analyzing data; and administering the Bring It Home Rental Assistance Program.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position.

• Assist with preparation and administration of grant-funded projects from beginning through completion.

• Prepare and maintain Excel spreadsheets, schedules, and monthly reporting to Minnesota Housing.

• Complete periodic training related to updated program guidelines, new agency initiatives, or other staff development topics.

• Conduct research, collect and analyze data to prepare reports and make sound recommendations to management team.

• Organize work, set priorities, and meet critical deadlines while managing multiple and changing projects.

• Assist with special projects, which may include planning and coordinating multiple presentations, disseminating information, planning and organizing special events, and overseeing progress.

• Administer the Bring It Home Rental Assistance Program and assist with monitoring the Bring It Home Rental Assistance Program budget.

• Perform all activities relating to in-unit NSPIRE housing inspections (initial, annually/biennially and as needed).

• Process applications for placement on rental assistance program waiting lists, assign preferences to applicants, prepare denial letters, send notification letters, conduct briefings, maintain waiting lists.

• Perform all activities relating to intake, eligibility determinations, leasing, move-ins, interim rent changes, annual recertifications, rent calculation, rent reasonableness, repayment agreements, utility schedule, preparing and executing HAP Contracts, and processing rental assistance payments and utility reimbursement payments.

• Create and maintain files, develop and maintain a filing system for multiple files, and ensure file documentation is complete and files are audit-ready.

• Design, prepare, and edit the organization’s public relations materials, including but not limited to presentations, brochures, and websites.

• Other activities as directed.

Minimum Qualifications

• Associate degree in related field plus two years’ experience in an administrative position; or
• Four years’ combination of relevant education, training, and experience that meets the requirement to successfully accomplish the assigned duties and responsibilities as determined by the Executive Director.
• Ability to be certified in housing inspection certification (i.e. HQS, NSPIRE) and program specialist certification (i.e. Housing Choice Voucher Specialist, Public Housing Occupancy, Certified Occupancy Specialist, Affordable Housing Professional) within one year of employment, if not already in possession of certification from a nationally recognized training program.
• Moderate experience with windows-based software application.
• Possession of a valid driver’s license.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Suite of programs.
• Ability to meet with applicants and tenants at their residences, and to physically inspect the residence.
• Ability to resolve conflicts and negotiate effectively.
• Knowledge of administrative practices, policies and procedures, excellent written and verbal communication skills.
• Knowledge of Data Privacy Laws, Fair Housing Laws, and regulations with ability to interpret and apply.
• Ability to organize, think critically, establish priorities, meet program guidelines and timelines and work independently with limited supervision.
• Ability to recognize discrepancies in program data and communications (attention to detail is critical).
• Ability to perform mathematical functions with accuracy.
• Must have a strong customer service orientation, maintain a positive, professional attitude in always representing the proper image of the Authority.
• Must be self-motivated, have high energy and strong organization skills, and able to support cross-functional coordination in a fast-paced environment while possessing excellent judgment.
• Ability to understand and follow complex oral and written directions, interpret, explain and apply laws, regulations, policies and procedures.
• Ability to establish and maintain effective working relationships with staff and the public.

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

While performing this job, the employee is required to talk, hear, have eyesight, and have mobility enough to operate a variety of office machines, operate a vehicle and work in buildings with stairs and elevators. The employee frequently is required to bend/stoop, reach above shoulder level, push, and pull. The employee is occasionally required to squat, crawl, climb, kneel, and carry/lift up to 24 lbs.

This job description does not constitute an employment agreement or binding contract and is subject to change by the employer as the needs of the employer and requirements of the job change.