Secretaries and Administrative Assistants jobs

Administrative Assistant I

Job Summary: The Administrative Assistant 1 for HUD and Tax Credit programs will provide essential administrative support in the management and oversight of affordable housing and tax credit programs. This role involves assisting with documentation, compliance tracking, data entry, tenant communications, and general office operations related to housing programs. It is an excellent opportunity for someone interested in affordable housing and regulatory compliance.

Key Responsibilities:

Document Management and Compliance Support:
- Assist in maintaining tenant files, ensuring they are complete, organized, and compliant with HUD and Tax Credit program regulations.
- Prepare and file documentation related to tenant eligibility, income verification, lease agreements, and recertifications.
- Help ensure that all required forms, reports, and documents are submitted on time and meet compliance requirements.
Data Entry and Record Keeping:
- Input tenant and program-related data into housing management systems and tracking tools.
- Maintain accurate records and files (both physical and electronic) related to HUD and Tax Credit programs.
- Assist in the preparation of compliance reports and ensure the integrity of data for audits and inspections.
Tenant and Management Communication:
- Act as a point of contact for tenants, answering questions related to the HUD and Tax Credit programs, including eligibility and recertification processes.
- Support property management in maintaining compliance with both Low-Income Housing Tax Credit (LIHTC) and HUD regulations, including income certifications, eligibility verifications, and annual recertifications.
- Assist with the communication between property managers, tenants, and government agencies.
- Help coordinate tenant recertification activities, ensuring required documents are collected and processed in a timely manner.
Administrative Support:
- Provide general administrative support, including answering phones, scheduling meetings, and handling office correspondence.
- Assist in organizing office meetings, preparing agendas, and taking notes or minutes when required.
- Manage office supplies, ensuring inventory is well-stocked and ordering supplies as needed.
- Perform other tasks as assigned by property management, including assisting in lease-ups, managing waiting lists, and other administrative functions.

Assisting with Property Inspections and Audits:

Help schedule and coordinate HUD property inspections, assisting in the preparation of necessary documentation.
Assist with the coordination of audits, ensuring all required documents are available and accurate.

General Office Operations:

Process incoming and outgoing mail and packages.
Assist in maintaining the office filing system and managing documents related to tenant and program activities.
Support with other administrative tasks and projects as needed.

Required Skills and Qualifications:

High school diploma or equivalent required; some college coursework in property management, business administration, or related fields is a plus.
No prior experience required, but previous administrative, office, or customer service experience is a plus.
Strong attention to detail and organizational skills.
Ability to follow instructions and manage time effectively.
Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Excellent communication skills (both written and verbal).
Ability to maintain confidentiality and handle sensitive information.
Ability to work independently as well as part of a team.
A positive, professional attitude and willingness to learn.

Preferred Qualifications:

Familiarity with HUD regulations and Low-Income Housing Tax Credit (LIHTC) programs is a plus.
Experience working with property management systems or databases.
Bilingual skills (English/Spanish) are a plus.

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