Key Facts

Remote From:

Full time

English

Hard Skills

Microsoft Access PDF Management Software Database Management Data Entry Email Management Digital File Management Event Scheduling Customer Complaint Resolution Customer Inquiries Finance Visitor Management Stakeholder Communications Digital File Management Telephony Database Systems

Other Skills

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Microsoft Excel
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Microsoft PowerPoint
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Clerical Works
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Microsoft Outlook
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Microsoft Word
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Communication
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Analytical Skills
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Multitasking
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Organizational Skills
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Writing
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Detail Oriented
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Reliability
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Team Oriented
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Greeting Customers
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Problem Solving

Roles & Responsibilities

High school graduation or equivalent with three years of experience in community work or community-centered activities related to the duties described.
Education and/or experience equivalent to the above requirement.
Interest in affordable housing; experience in housing management is a plus.
Proficiency with Microsoft Office (Outlook, Excel, Word) and familiarity with databases (e.g., Access); strong analytical, communication and writing skills.

Requirements:

Respond to emails from Mitchell-Lama managing agents and inquiries from the public; assist staff and managing agents to ensure timely processing of applications.
Save documents received by email to the shared drive and maintain Excel trackers and digitized waiting lists.
Create and modify documents and reports using Adobe Acrobat and Microsoft Office; provide clerical support and maintain internal/external contact databases.
Answer and return calls, route emails, assist and refer constituent complaints to appropriate staff, schedule appointments, and maintain well-organized files.

Job description

Your role will serve as the Administrative Assistant to the Applications Unit for the Division of Housing Supervision. The candidate must be detail oriented, able to perform administrative tasks using computer software, including tracking on Microsoft Excel. The applicant must be reliable, have impeccable organizational skills, and an ability to multi-task.

Key responsibilities:

Respond to emails from Mitchell-Lama managing agents.
Save documents received by email to the shared drive.
Maintain application unit trackers on Excel.
Answer and return calls regarding the Mitchell-Lama Application process.
Answer inquiries from the public; work with staff and managing agents to ensure applications are processed in a timely manner.
Ensure the digitized waiting lists are maintained accurately.
Create and modify various documents and reports utilizing Adobe Acrobat and Microsoft Office (Word, Outlook, Excel, Powerpoint, Sharepoint, etc.).
Provide clerical support to the Applications Unit.
Maintain and update internal/external contact database.
Assist, resolve and refer constituent complaints to the appropriate staff.
Refer visitors to appropriate staff in a professional and pleasant manner.
Additional duties will include maintaining clear and concise files, scheduling appointments, responding and routing telephone calls and emails.

Minimum Qual Requirements

Qualification Requirements
1. High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
2. Education and/or experience which is equivalent to "1" above.

Preferred Skills

Interest in affordable housing; experience in housing management is a plus
Strong analytical, communication and writing skills
Detailed oriented
Ability to Multi-task with high volume workload
A demonstrated proficiency in both MS Excel and Access database systems
Problem solver with the ability to work well independently and as a team player
Organized and methodical
Proficient with Microsoft Office (i.e., Outlook, Excel, Word, etc.)
Knowledgeable of databases (i.e., ACCESS, etc.)

Additional Information

As a current or prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs.

Ready to apply?

APPLY

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