Housing Administrative Assistant - City of Ketchum

The Housing Administrative Assistant is responsible for providing administrative support to the Housing Department and the Blaine County Housing Authority (BCHA). The work is performed under the direction of the Housing Operations Manager.  

Essential Functions 

• Provide administrative support for the ongoing operation of the department’s programs and core services, including but not limited to:  

• Schedule meetings, assist in room setup;  

• Attend meetings, take minutes, maintain and distribute minutes;  

• Disseminate meeting agendas, and support materials for meetings;  

• Attend trainings;  

• Assist in processing invoices and department financial reconciliation.  

• Provide executive assistant duties to the Housing Director and Operations Manager;  

• Assist in gathering data and data analysis;  

• Manage physical and online files. Assist in data management, file organization, and conversion to shared filing systems and customer relationship management system for Blaine County Housing Authority (BCHA) and the Housing Department;  

• Document processes and engage in quality improvement activities;  

• Communications:  

• Respond to and process mail and public inquiries – in person, email, and phone – for the Housing Department and BCHA;  

• Assist in the review, formatting, and sending monthly newsletter;  

• Assist in community outreach through creating and managing surveys and arranging printing and translation services;  

• Maintaining contact lists and communication records; 

• Calling and emailing individuals and organizations to gather information.  

• Provide back-up support to BCHA Program Administrators, including reviewing applications, assisting applicants, providing referrals to other resources, sending letters to owners and renters;  

• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.    

Requirements 

• Strong organizational skills;  
• Self-starter and problem solver;  
• Basic Office 365 skills (Outlook, Word, Excel, Sharepoint);  
• Comfortable in a fast-paced, dynamic, startup-like environment; and,
• Polite and professional communication.  

Acceptable Experience and Training 

• Three (3) years’ administrative experience in data management, accounts payable or operations. High School degree or GED required.  

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