TBA Administrative Specialist I

Salary Range B: Starting rate of $29.11 hourly. Full position range: $29.11 - $44.03 hourly.

Reports To: Director of Tenant Based Assistance – Tenant Based Assistance Department

Position Status: Full Time, Non-Exempt

Position Purpose

This position provides administrative and program support for the Tenant Based Assistance (TBA) department with responsibility for documenting a range of department-wide policies and procedures.  Work is performed with considerable attention to detail, a firm understanding of the necessity for system organization and administrative process, all while maintaining the ability to interact with others in a professional and courteous manner.  Works closely with staff at all levels of the organization on a variety of agency wide projects and programs.  Work requires excellent written and verbal communication skills.

Essential Job Duties and Responsibilities

1. Maintains, prepares, and processes documents and records requiring continuously growing knowledge of policy or regulatory requirements, proper format, and content.  Researches rules and regulations.  
2. Finalizes policy and procedure documents that may be lengthy and pieced together from other documents, including Standard Operating Procedures.
3. Produces office documents such as forms, memos, reports, and PowerPoint presentations.  Develops tables, graphs, and charts.  Examples include:
   • Board resolutions and action items
   • Presentations and documents for meetings
4. Creates and maintains administrative records on company intranet, including the TBA Team Site.
5. Coordinates, plans, and may facilitate TBA trainings and meetings.  Assists with scheduling, set up, clean up and design of programs.  Examples include:
   • TBA Department Meetings
   • Resident Advisory Board Meetings
   • Everett Housing Authority/HASCO Quarterly Meetings
6. Completes TBA related procurement including payments for background checks.
7. Other assigned duties related to the general functions described above.

Supervisory Responsibilities

Does not supervise any staff but may provide guidance/direction on policy and procedures. 

Qualifications and Competencies

• Ability to manage projects from inception to completion.  Can develop project plans and systems to track project goals and timeframes. 
• Effective troubleshooting skills.  Able to identify problems, provide alternative solutions, and follow through to an effective resolution.
• Retain a thorough knowledge of regulations and HASCO policies related to program administration.
• Thorough and attentive to details; able to prioritize and multitask; proactive and detail oriented.  Ability to maintain organization in a changing environment.
• Works well independently getting initial direction and then completing tasks with little supervision.
• Understand and execute complex oral and written instructions.
• Uses tact, discretion, and courtesy to effectively interact with others at all levels of the organization.
• Ability to present and maintain a professional demeanor, remain calm while under pressure and effectively cope with interruptions and special instructions.
• Exercise good judgment, maintain confidentiality and professionalism.
• Ability to work within program guidelines and regulations while maintaining an enthusiastic, energetic, and motivated attitude.

Education and/or Experience

Required:

One year relevant work experience providing support to management staff, or an equivalent of education and experience.

Preferred:

AA degree.

Communication Skills

Strong verbal and written communication skills.  Ability to communicate clearly and effectively, both verbally and in writing, with people from a variety of cultural, economic, and ethnic backgrounds; individuals with disabilities hindering communication; and individuals lacking fluency in verbal or written English.  Exhibits diplomacy and effective listening skills when communicating with clients and staff members.  Utilizes proper grammar, spelling, punctuation, and composition.

Computer Skills

Strong computer skills especially Microsoft Excel, Outlook, PowerPoint, SharePoint and Word.  Ability to perform thorough internet searches, accurately complete data entry logs and clearly transmit information through email.

Work Environment and Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to regularly sit, talk and/or hear.  The employee will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.  The employee is occasionally required to reach with hands and arms.  The employee must also occasionally lift and/or move up to 15 pounds.  Specific vision abilities include close vision and color vision.

Work will be performed as a hybrid position either at the main office in Everett, WA, or remotely and will be in an indoor, office environment. Incumbent will be required to be available to physically visit the office in Everett, WA, to perform duties or meet with clients or others on the team. While performing the duties of this job, the employee will operate standard office equipment including computers, telephones, and related equipment.

Contacts

Work requires frequent contact with HASCO staff, Board of Commissioners, and representatives from other agencies.

Benefits

HASCO provides generous benefits including several options for medical/dental/vision coverage, basic Life, and Long Term Disability Insurance through the Public Employees Benefit Board (PEBB), 11 holidays, two floating holidays, a floating holiday week (upon successfully passing the probation period), and the accrual of four weeks of Annual Leave the first year. In addition, HASCO is a part of the Washington State Retirement System (PERS). We also offer tuition reimbursement. 

COVID-19 Vaccination Requirement

All HASCO employees must be fully vaccinated against COVID-19 for the health and safety of the community we serve and our employees. Upon acceptance of an offer of employment, a prospective hire must submit a certificate of vaccination to the Human Resources Department. Individuals with a qualifying medical or religious reason may submit a request for exemption. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an accommodation.