Administrative Assistant II

About the role

The City of Wausau's Community Development Authority (CDA) is seeking an Administrative Assistant II Housing to provide administrative and customer service support for housing programs that serve residents throughout the Wausau community. This position serves as an important point of contact for tenants, housing applicants, visitors, and community partners while helping keep the day-to-day operations of the CDA running smoothly.

The ideal candidate is organized, detail-oriented, comfortable working with the public, and able to manage a variety of responsibilities and priorities. If you enjoy helping people, keeping things organized, and being part of a team whose work directly impacts the community, this may be the opportunity for you.

Responsibilities

• Serve as a welcoming first point of contact for tenants, housing applicants, visitors, and callers; answer questions, provide information about department programs, and direct individuals to appropriate staff when needed.
• Assist with the intake of housing applications, schedule appointments, provide unit tours and tenant wellness checks, and coordinate and assist with tenant activities.
• Schedule and coordinate appointments, meetings, and events for department staff.
• Prepare correspondence, reports, notices, newsletters, monthly activity calendars, postings, and other materials.
• Prepare and post agendas and organize and distribute meeting materials and document packets to committees and staff, often within established deadlines.
• Accept and receipt monthly rent and related payments, maintain accurate tenant accounting records in housing software, and prepare monthly bank deposits.
• Maintain program records and spreadsheets, including applicant waiting lists and tenant lists.
• Research and compile rent reasonableness information for the Housing Choice Voucher program.
• Research, compile, and respond to information requests related to local, state, and federal grants and Community Development Authority projects.
• Prepare and coordinate maintenance work orders and maintain related records.
• Compile and prepare annual rent certificates and year-end tax documents.
• Use Microsoft Office programs and other software and office equipment necessary to support department operations.
• Assist with special projects and provide support to other areas of the Community Development Department as needed.

Requirements

• One or more years of increasingly responsible administrative experience.
• An equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to successfully perform the position may be considered.
• Intermediate proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook, and the ability to learn software specific to housing and departmental operations.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities and changing priorities.
• Strong customer service and interpersonal skills and the ability to communicate effectively with tenants, applicants, City staff, outside agencies, and members of the public.
• Effective written communication skills, including proper grammar, spelling, punctuation, and sentence structure.
• Ability to maintain confidentiality and appropriately handle sensitive tenant, client, staff, and agency information.
• Ability to accurately maintain, organize, compile, and interpret records, data, financial information, reports, and other documents.
• Ability to understand and apply established policies, procedures, regulations, and standards to specific situations.
• Ability to work independently, exercise sound judgment, and adapt to changing needs and priorities.