Agency Assistant

Description

Job Title:  Agency Assistant

Job Classification Code:  

Reports to:  COO/Deputy Director

Employee Status:  Non-Exempt

Job Summary:

The Agency Assistant provides administrative and operational support across multiple departments of the Sarasota Housing Authority, with primary responsibility for assisting the Director of Construction & Capital Improvements, the COO/Deputy Director, and the Director of Asset Management. This position also provides on-demand support to property management teams to ensure efficient operations. The role involves clerical, organizational, and project support duties requiring accuracy, confidentiality, and professionalism.

Education/Certification Requirements:

• High school diploma or GED required; some college coursework preferred.

Experience Requirements:

• Prior experience in administrative or clerical roles with public contact.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience supporting multiple managers/departments preferred.

Requirements

Qualifications:

This position requires a valid Florida driver’s license and the ability to pass a pre-employment screening, as well as be eligible for coverage under Authority fleet auto insurance.

Knowledge and Skills:

1. Strong organizational and time management skills with the ability to balance competing priorities and meet deadlines.
2. Proficiency in clerical and administrative support functions, including task management across multiple departments.
3. Knowledge of general office procedures, records management, and customer service best practices.
4. Working knowledge of affordable housing, property management operations, or Public Housing Agency (PHA) functions preferred.
5. Proficiency with modern office equipment (printers, copiers, scanners, etc.) and strong computer skills, including Microsoft Office Suite.
6. Ability to present ideas clearly and concisely, both orally and in writing.
7. Ability to draft accurate written materials, maintain legible records, and follow written and verbal instructions.
8. Strong interpersonal skills with the ability to interact effectively and professionally with co-workers, residents, contractors, and stakeholders from diverse backgrounds.
9. Ability to handle confidential and sensitive information with discretion and integrity.
10. Professional demeanor with consistent courtesy, tact, and consideration when dealing with callers, visitors, and residents.
11. Ability to learn assigned tasks quickly, adhere to established routines, and enforce office requirements and regulations.
12. Demonstrated ability to support compliance and documentation standards across multiple departments.

Duties/Responsibilities of Position:

1. Provide comprehensive administrative and clerical support to senior leadership, including preparation of reports, presentations, schedules, and correspondence.
2. Assist with organization and maintenance of files, records, and documentation to ensure accuracy and compliance with agency policies and procedures.
3. Support project coordination by tracking deadlines, preparing meeting materials, and facilitating communication with internal staff, contractors, vendors, and external stakeholders.
4. Provide data entry, reporting, and record-keeping support for departmental operations, including property management, construction projects, and agency initiatives.
5. Serve as an administrative resource for senior leaders by assisting with follow-up actions, special projects, and cross-departmental coordination as needed.
6. Provide temporary administrative and operational property management teams to site teams during peak workload periods, staff absences, or special projects.
7. Assist with leasing files, tenant communication, and resident service coordination.
8. Support document preparation, filing, and office coverage at property management sites.
9. Perform receptionist duties including answering phones, greeting visitors, and responding to inquiries.
10. Maintain electronic and paper filing systems for multiple departments.
11. Coordinate schedules, meetings, and training sessions as needed.

• Work is primarily sedentary in an office environment with regular computer use.
• Must be able to sit, stand, walk, and move between office and property settings.
• Occasional on-site visits to properties may require walking, climbing stairs, and carrying light materials (up to 20 lbs).
• May occasionally require travel to meetings, properties, or job sites.
• The role requires the ability to handle interruptions and shifting priorities while maintaining accuracy, professionalism, and attention to detail.

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties, which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.