Administrative Assistant (Full-Time)
(Please click the link above to review the full job description)
The Administrative Assistant serves as a member of the HHA administrative services team providing customer service to the public and both clerical and technical support to program and management staff. Duties include greeting the public, answering the phone and responding to questions and requests for information, operating office equipment, using desktop software, maintaining records, handling mail, and performing general cleaning as required to include, but not limited, to vacuuming waiting room and copier room and keeping the office area wiped down and free from clutter.
The Administrative Assistant position reports to the Housing Program Manager and does not directly supervise any positions.
Duties Include:
• Greeting visitors, answering phones, answering questions about agency services, scheduling appointments, organizing, and maintaining the front reception area.
• Sorting mail, preparing mailing material, providing support on operation of HHA phone system, receiving repair requests, and setting up maintenance work orders.
• Preparing documents and updating/maintaining records using Excel.
• Assisting with creating files and reference letters, providing information and forms for potential housing applicants, scheduling, and mailing notifications to tenants for inspections and annual rent reviews.
• Maintaining databases, assisting with inventory of office supplies, performing data collection and filing, coordinating vendor services, serving as a resource for Housing Choice Voucher and Public Housing programs, and coordinating projects among staff.
Qualifications to Join our Team:
• Requires education and experience equivalent to completion of high school and one year of office experience.
• Requires strong client relations.
• Communication and teamwork, self-development, efficiency and effectiveness, adaptability, and problem-solving skills.
• Computer proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
• Proficiency in Windows-based applications.
• Ability to navigate Google, Chrome, Firefox, or Edge.
• Possession of, or ability to obtain, a valid Montana Driver’s License, and acceptable background check.
Anticipated New Hire Pay Range:
$17.09 - $21.55 per hour depending on qualifications. Full-time employees receive 37 days of paid time off, health insurance, and participation in the Montana Public Employees Retirement System. To see additional benefit details, please visit the HHA Employment Information page.
Opportunities:
The HHA offers a competitive wage with opportunity for career advancement through our Administrative Assistant Career Ladder, providing highly experienced and skilled, high-performing individuals promotion opportunities to earn up to $25.00 an hour. The HHA also offers organizational and individual pay awards (base pay increases and bonuses) and promotion opportunities based on employee performance and tenure.
How to apply:
Please submit a cover letter, resume, and completed HHA Application Form either electronically at https://wkf.ms/4dk3oOL, or by mail to tcoenen@cmsmontana.com. You can also mail your application materials to: CMS, Attn: Tyler, P.O. Box 1251, Helena, MT 59624.
HHA Application Form:
Download a copy of the HHA Employment Application Form. For optimum formatting, please save the file to your computer before filling out the application. If you do not have Adobe Acrobat Reader, download it here now.
The position is open until filled. Applications received by midnight October 13, 2024, will receive priority consideration. If a suitable candidate is found during that screening, later applications will not be considered. We look forward to speaking with you!
HHA is committed to maintaining a safe and secure work environment for employees and residents. As part of our hiring process, we conduct criminal history checks for the top candidates of all recruitments and driving history checks for candidates of positions that require operating company vehicles.
For more information regarding benefits and how to apply, please visit the HHA Employment Information page here.
Questions: Please call 406-442-4934 or email gross@cmsmontana.com.