Administrative Assistant to the Housing Department

Mission Statement:

Bay Cove Human Services' mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.

Reports to: Director of Housing

Job Summary: The Administrative Assistant for the Housing Department provides a range of administrative and advocacy efforts that enable our clients to secure and maintain affordable, decent housing. Responsibilities include: Providing clerical support to staff, assisting program staff with client moves, researching housing options, and maintaining SNAP benefits.

Qualifications: BA preferred. Good computer skills, good organizational skills and communication skills are required. Applicants should be detail-oriented and able to work independently.

This is a non-exempt position.

Supervisory Responsibilities:

None.

Essential Functions of Position:

• Attends required orientation and training, including in-service training, conferences and seminars as needed/directed.
• Maintains SNAP information for the MH and DS divisions and recertifies all clients. Swipes EBT cards monthly.
• Processes transaction paperwork for move in, move out and annual recertification for all housing programs.
• Processes all non-conventional (non-HUD) ledger corrections in Resman.
• Assists with HUD audits as needed including preparing documentation and pulling applicable reports.
• Conducts quality management with the Housing Data Coordinator by reviewing the rent share letters and assuring they match the payments received.
• Creates Debt Reports for all Divisions.
• Provides back up support for processing payments and scans rent checks as needed.
• Maintains DMH Rental Assistance Grid on a monthly basis.
• Maintains the HAP subsidy tracking excel sheet on a monthly basis and works with the Housing Data Coordinator to reconcile financial discrepancies.
• Maintains a list of owner/property manager requests for rent increases.
• Reviews correspondence from local Housing Authorities and informs teams and program managers of upcoming inspections, possible loss of subsidies and client recertification reminders.
• Keeps track of any client repayments, reimbursements and write-offs and inputs them into Resman upon receipt.
• Assists in maintaining client files and records as needed.
• Maintains inventory of office supplies and requests orders as needed.
• Works with Metro Housing Boston to submit the monthly HMIS request forms.
• Maintains all aspects of the Housing Portfolio spreadsheet to ensure it matches data in the Housing software platform.
• Responsible for updating and organizing the Bay Cove Housing portal and updating documents.
• Responsible for converting and updating PDF documents to adhere to policy changes to google docs and maintaining them in a shared folder
• Performs other duties and projects as assigned by the Housing Manager and/or Director.

Qualifications:

• Current driver's license preferred but not required.
• Computer skills in word processing, Google Software, Excel, ACS, Property Management Software or housing related software, and Internet.
• Ability to travel independently to various sites as needed.
• Ability to be flexible, organized and detail oriented.
• Professional documentation and communication skills, as well as demonstrated organizational skills
• Ability to use computer for routine written communication and spreadsheets and other housing applications

Personal Characteristics:

• Demonstrated ability to work effectively and collaboratively with clients, colleagues, other care providers, family and community members.
• Strong oral and written communication
• Demonstrated ability to work both independently and within a team context.
• Ability to use computers and the Internet for routine written communication and housing research.
• Professional documentation and communication skills, as well as demonstrated organizational skills.

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply.

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

• Dorchester, Boston, MA, USA