Administrative Assistant - Inspections

Administrative Assistant Inspections

Non-Exempt

Reports to Director of HQS Compliance

Job Summary:

The Administrative Assistant assists the Administrative Specialist in scheduling and rescheduling inspections, answering the phone, and providing clerical support for the Inspections Section. 

Essential functions:

• Interacts with HCV managers and staff regarding client complaints, scheduling inspections and refusals.
• Prints all RTAs as they are submitted. 
• Contacts all landlords and tenants to schedule dates for initial move in and follow up inspections in a timely manner.
• Creates a daily log that shows the results of all passed unit removals, abatement, and no-show inspections.
• Answers all incoming calls, inquiries, and requests from current and prospective participants and landlords regarding housing inspections and procedures and other general questions.
• Files all move in inspections in the file cabinet for the appropriate date for which it is scheduled.
• Responsible for placing scheduled move in inspections on the calendar on Tenmast, on the production board, and in the paper planning log as scheduled.
• Assists in preparations of inspection notifications and follow up correspondence to tenants and landlords. (i.e., letters, phone calls, stamping and stuffing envelopes)
• Assists with documenting and rescheduling all failed inspections as well as coordinating with inspectors on cancellations and emergency inspections
• Receives and routes telephone and written complaints from landlords and/or tenants to appropriate personnel
• Assists with preparation of daily mail correspondence to tenants and/or landlords for annual and failed inspections, special requests, quality control, abatements, and evictions

Supervisory responsibilities:

• N/A

Work environment

• In office setting

Physical demands

• Mobility and flexibility to walk, bend, kneel, lift, and reach to perform above duties as stated

Travel required

• Must poses a valid driver’s license

Additional duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Required education and experience

• One to three years of experience in which clerical work was a major duty

Preferred education and experience

• Should be familiar with the following computer programs and data entry systems Microsoft office, including but not limited to Word, Maps, Outlook, Internet Explorer, adobe, Tenmast software, Paylocity, Google and Yahoo.