Senior Administrative Specialist

Senior Administrative Specialist Are you someone who is ready to make a difference within their local community? If so, the City of Flagstaff is seeking a qualified individual to join our team As the City's newest Senior Administrative Specialist with the Housing Authority, you will actively support and uphold the City's stated mission and values. The Senior Administrative Specialist will provide support to the Administrative Specialist with increased focus on internal customer service, including CFHA Board liaising, supply ordering, on-site IT assistance, general office management, and related duties. By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve. The Senior Administrative Specialist will: Provide advanced administrative, programmatic, and operational support to ensure the effective delivery of Housing Authority services Serve as a central liaison between staff, applicants, residents, community partners, and the Housing Authority Board Ensure efficient front desk and office operations and excellent customer service across all housing programs Provide excellent customer service to both internal and external customers Program Intake, Eligibility & File Management Oversee applicant intake and eligibility screening for all Housing Authority programs, ensuring compliance with HUD regulations through thorough collection, verification, and evaluation of required documentation Serve as the senior point of contact for applicants and prospective applicants, offering guidance on program qualifications and application processes Coordinate with external agencies and employers to verify applicant-provided information and resolve discrepancies in income, assets, and household composition Maintain and update applicant data systems, including electronic files, waitlists, and eligibility records, ensuring data integrity and accessibility for authorized staff Support case management and leasing operations by preparing and distributing complete applicant files Customer Service & Community Relations Deliver high-level, responsive customer service to applicants, residents, community members, and agency partners Respond to general and sensitive inquiries regarding housing program policies, application status, and eligibility criteria Provide resource referrals to support housing stability and broader social service access Administrative & Operational Support Collects and processes tenant payments, maintains accurate receipts and payment records in accordance with financial protocols Manages internal communications, processes incoming and outgoing correspondence, and distributes materials to appropriate personnel and external stakeholders Responsible for overall records management in adherence with appropriate record retention schedules and privacy requirements Maintains secure, confidential records in both digital and physical formats, adhering to retention schedules and privacy requirements Prepares reports, data summaries, and written correspondence for internal use, compliance, and decision-making support Monitors and maintains inventory of office and program supplies, ensuring continuity of operations Program Materials & Communications Develops and maintains standardized briefing materials for all programs and supports communication strategies to inform and prepare applicants and residents Maintains and updates Fair Market Rent and Rent Reasonableness databases, ensuring accurate information is available for staff use and public reference Oversees content development and updates for the Housing Authority's webpages on the City of Flagstaff website, ensuring information is accurate, user-friendly, and in alignment with compliance and community outreach goals Drafts, edits, and formats official reports, public documents, and internal communications with a focus on clarity, professionalism, and organizational consistency Housing Authority Board Administration Serves as the primary staff liaison to the Housing Authority Board, ensuring full compliance with Arizona Open Meeting Law Prepares and distributes agendas, maintains public notices and records, and takes and finalizes official meeting minutes Coordinates Housing Authority Board logistics and communications, supports onboarding of new board members, and ensures timely, accurate information flow between staff and board leadership Other Duties Performs special projects and additional responsibilities as assigned in support of division goals and Housing Authority initiatives Other duties as assigned Minimum requirements: High School Diploma or General Equivalency Diploma Four (4) years of progressively responsible office experience, including experience working simultaneously on multiple projects Four (4) years of computer skills including MS Word, Excel, PowerPoint and web-based applications Four (4) years of experience involving public interaction Or any combination of education, experience, and training equivalent to the above Minimum Requirements Desired experience and training: Experience or training in multifamily property management, social science, housing or a related field. Bi-lingual skills (English/Spanish, Navajo, American Sign Language). Other requirements: Must possess, or obtain upon employment, a valid Arizona driver's license Regular attendance is an essential function of this job to ensure continuity Ability to work well with the general public, low-income and elderly individuals, and people with disabilities Due to the nature of this work, the position requires someone pleasant, personable, patient, and who desires to assist those in need Maintains security of confidential information Maintains awareness of local social service agencies and community resources to provide information and referral services to applicants, clientele, and the public Compensation and benefits: We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you'll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community. Our total compensation package includes best-in-class benefits and an annual salary of $42,556.80 - $63,835.20, based on the candidate's qualifications and experience. Plus: Arizona State Retirement System with 100% Match 457 Deferred Compensation Options Up to 4% Annual Pay for Performance Increase Group Insurance including Health, Dental and Vision coverage Flexible & Health Savings Accounts 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance First-Time Homebuyer Assistance Qualified Public Student Loan Forgiveness Employer Tuition Assistance Employee Clinic, Telehealth, Wellness Program & Incentives Tobacco Cessation Program Employer Assistance Program Recognition including Workaversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards Employee Discounts: Mountainline Bus Eco Pass, Aquaplex, and Recreation Centers