Administrative Assistant

Jul 12 2021
Big Island Housing Foundation |Hilo|Full Time, $18.00 - $21.00 / hour
Job Description

The Administrative Assistant is responsible for assisting the Executive Director in all aspects of property management of low to moderate income apartment complexes.  Responsibilities include preparing and distributing notices to tenants and/or staff at all sites, following up with regulatory/State/Federal regulations, preparing notices and postings for inspections, coordinating vendor services, maintaining the policies of the company, the Tenant Selection Plan, House Rules and other compliance guidelines that are a part of managing affordable housing projects.  The Administrative Assistance coordinates quarterly Board of Directors meetings, prepares agendas, resolutions, board minutes, and other BOD tasks.  Attends regular meetings with the Executive Director to review property management, tenancy status, community activities, policy, and general housing issues.  Responds to inquiries regarding the financial management and daily operations of the rental properties to owners and Federal and State agencies.  Assists in facilitating office and administrative procedures, maintaining records and documents.  Attend various training and informational seminars in order to keep abreast of new policies and procedures.


Other duties:  File forms in compliance with HUD, HOME, Rural Development, State and County requirements; file System for Award Management registrations and DCCA business registrations; assist in renewing Contracts and follow notification procedures to Tenants.  Assist in providing documents and responses for audits and inspections conducted by Federal, State, County and Owner-entities. Assist in filing insurance renewals and certificates of liability.  Prepare and submit reports to owners and regulatory agencies. 

Skills and Qualifications.  An Associates or Business School Degree or 4 years of progressively responsible employment which demonstrates strong office and administrative procedures and pertinent skills and background.

Organizational skills are a must, and a working knowledge of word processing and spreadsheet software systems is required.  A background in property management, real estate, subsidized housing, bookkeeping and/or payroll is preferred, but not required.  The applicant may be requested to obtain a Certified Occupancy Specialist (COS) or Real Estate licensee designation within a year of employment.    

The applicant must possess a valid Hawaii State Driver's license. 

Salary Range:  Subject toqualifications and experience.