Housing Assistant Rep I

We are looking for a Housing Assistant Rep I to support administrative operations for a property-focused department in Oakland, California. This Contract position is ideal for someone who can manage multiple priorities, handle sensitive information with discretion, and provide dependable support to leadership. The role combines clerical coordination, reporting, scheduling, and program support in a fast-paced environment.

Responsibilities:

• Provide day-to-day administrative support to department leadership by organizing workflow, responding to inquiries, and directing matters to the appropriate contacts.
• Prepare a range of written materials, including correspondence, procedural documents, summaries, and formal reports for internal use.
• Coordinate calendars, schedule appointments, and help manage meetings and time-sensitive departmental activities.
• Research assigned issues, gather relevant information, and develop administrative reports or study findings to support decision-making.
• Explain established housing or agency procedures to staff, residents, and external partners in a clear and effective manner.
• Review operational practices, identify process improvement opportunities, and assist with the implementation of updated procedures when needed.
• Analyze departmental data independently and create reports that support planning, compliance, and operational tracking.
• Support budget-related tasks, attendance record monitoring, payroll-related administrative processing, and documentation associated with claims.
• Maintain organized and confidential files while ensuring records are accurate, current, and easily accessible to authorized personnel.
• At least 3 years of experience in administrative support, office coordination, or a similar clerical role.
• Strong ability to schedule appointments, coordinate calendars, and manage multiple deadlines efficiently.
• Experience preparing audit reports, routine reports, and other administrative documentation with accuracy.
• Proficiency using Yardi or Yardi software, along with general office systems and reporting tools.
• Ability to communicate professionally with government officials, public safety personnel, and internal stakeholders.
• Skilled in analyzing information, handling confidential records, and supporting procedural or program-related activities.
• Solid written communication skills with the ability to draft correspondence, memoranda, and status updates clearly.
• High level of organization, attention to detail, and reliability in providing administrative assistance.