Administrative Assistant - Finance

ADMINISTRATIVE ASSISTANT – FINANCE
 

Department: Finance  

Reports To: Director of Finance

FLSA: Non-Exempt

Salary:  $21.77/hr

Union Affiliation: Bargaining

Employment Status: Full-Time (35 hours, 4 days/week)

Schedule: 7:45 a.m. to 5:30 p.m., Monday – Thursday

POSITION SUMMARY
 The Finance Administrative Assistant provides comprehensive administrative and clerical support to the Finance Department. This position supports financial operations related to public housing and all other housing assistance programs and ensures compliance with HUD regulations, state and local requirements, and Agency policies. The role requires discretion, accuracy, and a strong understanding of public-sector financial processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

(The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with the position.)

• Provide a full range of clerical support to the Housing Authority, including, but not limited to opening and closing the lobby as needed, generating and disseminating notices, maintaining logs, answering phones, preparing and coordinating mail and data entry.
• Support and back-up other Administrative Assistant positions as necessary.
• Provide administrative support to the Director of Finance and all department staff.
• Coordinate, schedule, facilitate and attend Board Meetings.
• Maintain and organize financial records in compliance with HUD, state, and Agency retention requirements.
• Assist with accounts payable and receivable functions, including processing invoices, payments, and vendor documentation.
• Prepare purchase orders, contracts, and supporting documentation for approval.
• Assist with payroll processing, benefits documentation, and related reporting as assigned.
• Enter financial data into accounting systems accurately and timely.
• Assist in preparing monthly, quarterly, and annual financial reports.
• Support budget preparation, monitoring, and reconciliation activities.
• Coordinate documentation and schedules for HUD, state, and independent audits.
• Respond to vendor, staff, resident, and external agencies inquiries in a professional manner.
• Ensure compliance with HUD regulations, state laws, and Housing Authority policies and procedures.
• Maintain confidentiality of financial, personnel, and resident information.
• Perform general office duties such as filing, scanning, copying, and correspondence.
• Establish and maintain effective working relationships with peers, superiors, residents, community service agencies and the public.
• Attend required trainings as scheduled.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of basic accounting and financial principles.
• Understanding of public housing or government finance practices preferred. 
• Excellent customer service through professional written and verbal communication skills.
• Must be able to multi-task and stay organized in a fast-paced environment.
• Sophisticated knowledge of and proficiency in basic office software including internet systems, VoIP phones, Microsoft 365 platform and security cameras.
• Remains current on Agency policies and procedures, and federal, state, and local codes, rules, and regulations as they pertain to job responsibilities.
• Maintain a high level of confidentiality in all aspects of job.
• Must be able to use personal vehicle to travel between properties as needed. 

EDUCATION AND EXPERIENCE

1. High school diploma or GED required.
2. Minimum 3 years of work experience in an administrative support role.
3. Bilingual ability in Spanish preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this position, the employee is regularly required to talk and hear at normal volumes. The employee is frequently required to use hands or fingers to handle, feel or operate objects or controls. The employee is frequently required to stand, walk, sit; reach with hands and arms. The employee may be required to climb, or balance; and stoop, kneel or crouch. The employee may be required to lift up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Equal Opportunity Employer including disability/veterans

The Housing Authority of the City of Danbury is also a drug-free workplace. 

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