Openings >> Administrative Coordinator (CMS)
Administrative Coordinator (CMS)
Summary
Title:Administrative Coordinator (CMS)
ID:99
Department:CMS
Location:Bremerton, WA - NDGC
Number of positions:N/A
Description
Position Title:       Administrative Coordinator 
Classification:      Non-exempt
Pay:                     Grade 30 - step one is $19.48 per hour
Reports To:         Quality Assurance Supervisor                          
Union:                  OPEIU
Department:        Contract Management Services
Shift:                  10:30 am – 7:00 pm PDT and 9:30 am - 6:00 pm PST                  
 
Position Overview:
Under general supervision of the manager, performs, coordinates and oversees technical and administrative support work within the Contract Management Services (CMS) Department, including varied and complex office administrative support to managerial and professional staff or the direct coordination of specific administrative support projects and operations. Assignments may include but are not limited to:  Performance Based Contract Administration (PBCA)  invoice creation and review; update databases; provide statistics to management; arrange travel; create correspondence; spreadsheet development and upkeep; PowerPoint presentation creation; webinar creation and coordination; document imaging; accounts payable reconciliation; supply orders and upkeep; provide customer service and answer telephone lines;  intake, write letters summarizing resident calls/concerns; and process vouchers and tenant certifications.
 
 
Minimum Education and Experience:
 
  1. Education:  Associate’s degree in accounting, business, computer science, liberal arts or related field.  An additional five years relevant experience may be substituted for the educational requirement when the experience substantiates competency in performing the essential tasks of the position.
  2. Experience: At least five (5) years’ experience in administrative support including but not limited to bookkeeping/accounting, customer service, working with internet based programs and utilizing all Microsoft Office programs, coordinating projects, etc. It is also required to have at least one (1) year experience developing presentations, creating marketing materials, working with publishing/graphic design software such as Adobe Pro/Adobe Presenter, or be able to demonstrate these skills have been obtained. Experience working with housing programs, especially PBCA programs, through the Department of Housing and Urban Development (HUD) is preferred.
  3. Must pass a background check indicative to the position requirements.
 
Minimum Skills and Abilities:
 
  1. Must be able to perform difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and have a detailed knowledge of the activities and procedures specific to the department.
  2. Must have knowledge of, or capability for learning applicable federal regulations related to invoicing HUD for PBCA services and document retention requirements within six months.
  3. Able to understand, interpret and implement HUD requirements associated with the PBCA invoice and Annual Contributions Contract.
  4. Must be able to handle a high-volume workload with multiple priorities, deadlines and schedules while meeting productivity requirements by having the ability to multitask and effectively prioritize by outlining, organizing, and tracking work.
  5. Must be able to maintain good attendance to ensure coverage for the Resident Liaison Line.
  6. Must have working knowledge of Microsoft Office and Publishing or Graphic Design software such as Adobe Pro or Adobe Presenter.
  7. Must be proficient in creating Power Point presentations.
  8. Must be able to work with various office equipment such as computers, adding machines, mail machines, multi line phones, photocopiers, scanners and fax machines.
  9. Must be detail oriented and able to review documents for accuracy with meticulous attention to detail utilizing complex guidelines.
  10. Must be able to maintain composure and professionalism.
  11. Establish and maintain positive and effective working relationships with diverse groups including Housing Authority employees, residents and property owners and agents.
  12. Capable of resolving moderately complex operating problems.
  13. Able to accurately make decisions and provide information to others by displaying a willingness to make decisions based on sound and accurate judgment.
  14. Maintain confidentiality of all information gathered on behalf of the Housing Authority which is not otherwise available to the general public.
 
Essential Duties:
 
  1. Administrative Support
  • Order supplies and maintain inventory for the CMS department
  • Prepare and reconcile department accounts payable invoices for payment
  • Coordinate department audits, collect and organize documents for review.
  • Prepare and distribute ‘daily email’ to staff
  • Schedule travel arrangements for management and prepare travel expense documents
  • Prepare and distribute correspondence to staff and external clients.
  • Prepare mailings, copying, faxing, and spreadsheet upkeep and review
  • Schedule and coordinate meetings and conference calls
  • Maintain CMS calendars for staff and department events
 
  1. PBCA Invoicing
  • Create, input and review data in spreadsheets and software for CMS’ invoice to HUD and other special projects
  • Verify and provide written documentation certifying the accuracy of invoices and reports to HUD in accordance with the PBCA Contract
  • Coordinate with department employees to collect report data; Prepare and ensure the accuracy of reports and billings that are sent to HUD for PBCA program services
  • Submit monthly, quarterly and annual reports to HUD in accordance with the Annual Contributions Contract
  • Track administrative fees due from HUD
  • Coordinate audits performed by third-party reviewers
 
  1. Technical Support
  • Create simple to complicated forms, spreadsheets, and various templates for the department
  • Gather data, organize data, and prepare statistics
  • Organize, plan and promote conferences and training classes, webinars and On Demand courses.
    • Create PowerPoint presentations
    • Create advertising and marketing materials and/or work with graphic designers
    • Facilitate/coordinate live production of webinars
  • Update CMS website
  • Correctly scan, review and manage permanent records in the document imaging system
 
  1. Customer Service/Resident Liaison
  • Provide full coverage backup for the PBCA Resident Liaison on a daily basis
    • Field calls from residents with questions and concerns
    • Correspond with owner, agent and resident until concerns are appropriately answered
    • Track responses through closure
  • Receive and screen visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
    • Transfer or relay messages
    • Provide excellent customer service
  • Conducts customer service with Illinois and Georgia Owners and Agents on a daily basis
 
  1. Voucher Processing
  • Provide full coverage backup for the Voucher Processor I as needed
    • Intake of vouchers and tenant files
    • Check gross rent files
    • Determine discrepancies
    • Complete TRACS comparisons
 
  1. Special Projects
  • Research HUD guidelines
  • Assist Office Manager with department moves, etc.
  • Assist Public Records Officer with CMS records requests
  • Complete various special projects as assigned
 
Service Objective – Responsibilities to citizens and taxpayers:
  • Courteous and respectful
  • Responsive
  • Cost effective use of Housing Authority resources
 
Supportive Work Environment:
  • Treat other employees with respect
  • Support a positive work environment
  • Communications:
  • Keep others informed of work issues and programs by maintaining quality communications
  • Work to resolve issues of conflicting personalities and needs
 
Physical Demands and Working Conditions:
The physical demands described here represent those that must be met by the 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.
 
This is primarily an office position in a noisy “call center” type environment with many distractions.  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.   


Bremerton Housing Authority (BHA) does not discriminate on the basis of sex, race, color, religion, national origin, creed, citizenship, ancestry, ethnicity, genetics, pregnancy, childbirth and related conditions, age, marital status, sexual orientation, gender identity, political association, veteran or military status, HIV or Hepatitis C status, or the presence of any sensory, mental or physical disability, or any other characteristic protected by law.

If you need to request a reasonable accommodation for employment reasons, please contact BHA HR (360) 616-7107.
Equal Employment and Housing Opportunity and Barrier Free

 
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