Arizona Staffing
Administrative Specialist - Housing Authority
Arizona Staffing, Flagstaff, Arizona, United States, 86001
Senior Administrative Specialist With The Housing Authority
Are you ready to make a difference within your local community? If so, the City of Flagstaff is seeking a qualified individual to join our team! As the City's newest Senior Administrative Specialist with the Housing Authority, you will actively support and uphold the City's stated mission and values. The Senior Administrative Specialist will provide support to the Administrative Specialist with increased focus on internal customer service, including CFHA Board liaising, supply ordering, on-site IT assistance, general office management, and related duties. By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve. Examples of the work performed (illustrative only): Provides advanced administrative, programmatic, and operational support to ensure the effective delivery of Housing Authority services. Serves as a central liaison between staff, applicants, residents, community partners, and the Housing Authority Board. Ensures efficient front desk and office operations and excellent customer service across all housing programs. Provides excellent customer service to both internal and external customers. Program Intake, Eligibility & File Management
Oversees applicant intake and eligibility screening for all Housing Authority programs, ensuring compliance with HUD regulations through thorough collection, verification, and evaluation of required documentation. Serves as the senior point of contact for applicants and prospective applicants, offering guidance on program qualifications and application processes. Coordinates with external agencies and employers to verify applicant-provided information and resolve discrepancies in income, assets, and household composition. Maintains and updates applicant data systems, including electronic files, waitlists, and eligibility records, ensuring data integrity and accessibility for authorized staff. Supports case management and leasing operations by preparing and distributing complete applicant files. Customer Service & Community Relations
Delivers high-level, responsive customer service to applicants, residents, community members, and agency partners. Responds to general and sensitive inquiries regarding housing program policies, application status, and eligibility criteria. Provides resource referrals to support housing stability and broader social service access. Administrative & Operational Support
Collects and processes tenant payments, maintains accurate receipts and payment records in accordance with financial protocols. Manages internal communications, processes incoming and outgoing correspondence, and distributes materials to appropriate personnel and external stakeholders. Responsible for overall records management in adherence with appropriate record retention schedules and privacy requirements. Maintains secure, confidential records in both digital and physical formats, adhering to retention schedules and privacy requirements. Prepares reports, data summaries, and written correspondence for internal use, compliance, and decision-making support. Monitors and maintains inventory of office and program supplies, ensuring continuity of operations. Program Materials & Communications
Develops and maintains standardized briefing materials for all programs and supports communication strategies to inform and prepare applicants and residents. Maintains and updates Fair Market Rent and Rent Reasonableness databases, ensuring accurate information is available for staff use and public reference. Oversees content development and updates for the Housing Authority's webpages on the City of Flagstaff website, ensuring information is accurate, user-friendly, and in alignment with compliance and community outreach goals. Drafts, edits, and formats official reports, public documents, and internal communications with a focus on clarity, professionalism, and organizational consistency. Housing Authority Board Administration
Serves as the primary staff liaison to the Housing Authority Board, ensuring full compliance with Arizona Open Meeting Law. Prepares and distributes meeting agendas, minutes, and other necessary documentation.
Are you ready to make a difference within your local community? If so, the City of Flagstaff is seeking a qualified individual to join our team! As the City's newest Senior Administrative Specialist with the Housing Authority, you will actively support and uphold the City's stated mission and values. The Senior Administrative Specialist will provide support to the Administrative Specialist with increased focus on internal customer service, including CFHA Board liaising, supply ordering, on-site IT assistance, general office management, and related duties. By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve. Examples of the work performed (illustrative only): Provides advanced administrative, programmatic, and operational support to ensure the effective delivery of Housing Authority services. Serves as a central liaison between staff, applicants, residents, community partners, and the Housing Authority Board. Ensures efficient front desk and office operations and excellent customer service across all housing programs. Provides excellent customer service to both internal and external customers. Program Intake, Eligibility & File Management
Oversees applicant intake and eligibility screening for all Housing Authority programs, ensuring compliance with HUD regulations through thorough collection, verification, and evaluation of required documentation. Serves as the senior point of contact for applicants and prospective applicants, offering guidance on program qualifications and application processes. Coordinates with external agencies and employers to verify applicant-provided information and resolve discrepancies in income, assets, and household composition. Maintains and updates applicant data systems, including electronic files, waitlists, and eligibility records, ensuring data integrity and accessibility for authorized staff. Supports case management and leasing operations by preparing and distributing complete applicant files. Customer Service & Community Relations
Delivers high-level, responsive customer service to applicants, residents, community members, and agency partners. Responds to general and sensitive inquiries regarding housing program policies, application status, and eligibility criteria. Provides resource referrals to support housing stability and broader social service access. Administrative & Operational Support
Collects and processes tenant payments, maintains accurate receipts and payment records in accordance with financial protocols. Manages internal communications, processes incoming and outgoing correspondence, and distributes materials to appropriate personnel and external stakeholders. Responsible for overall records management in adherence with appropriate record retention schedules and privacy requirements. Maintains secure, confidential records in both digital and physical formats, adhering to retention schedules and privacy requirements. Prepares reports, data summaries, and written correspondence for internal use, compliance, and decision-making support. Monitors and maintains inventory of office and program supplies, ensuring continuity of operations. Program Materials & Communications
Develops and maintains standardized briefing materials for all programs and supports communication strategies to inform and prepare applicants and residents. Maintains and updates Fair Market Rent and Rent Reasonableness databases, ensuring accurate information is available for staff use and public reference. Oversees content development and updates for the Housing Authority's webpages on the City of Flagstaff website, ensuring information is accurate, user-friendly, and in alignment with compliance and community outreach goals. Drafts, edits, and formats official reports, public documents, and internal communications with a focus on clarity, professionalism, and organizational consistency. Housing Authority Board Administration
Serves as the primary staff liaison to the Housing Authority Board, ensuring full compliance with Arizona Open Meeting Law. Prepares and distributes meeting agendas, minutes, and other necessary documentation.