Administrative Assistant Position @ Friends for Life


Job Title:  Housing Administrative Assistant  Job Classification: Hourly/non-Exempt
Employment Status:   Full Time Percent of Time:  39 hours per week

Please note that all applications for Clinical Services Liaison will be reviewed for this position also.

Position Overview

The Friends For Life Housing Administrative Assistant will provide administrative support to the Housing Department as assigned.

Essential Components

Shelter Plus Care Program (S+C), Tenant Based Rental Assistance Program (TBRA), Short Term Rent, Mortgage and Utility Assistance (STRMU), Representative Payee (RP)

Essential Job Functions

Provide timely clerical support and program assistance to the Housing Department as assigned by the Director of Housing Operations.  Schedule and conduct inspections of properties within the Housing Department in conjunction with the Director of Housing Operations.  Notify tenants in writing, at least 24 hours in advance, of property inspections.  Maintain Housing Department files as directed.  Assist in monthly, quarterly and or annual review of Housing charts.  Document all maintenance requests in maintenance log, submit requests to Property Technician and copy to Director of Housing Operations.  File all completed maintenance request work orders.  Maintain maintenance request log and requests in orderly and up to date manner. Print out , submit and track monthly preventative maintenance requests. Maintain keys to all agency properties in secure lock boxes.  Use sign in/out sheet to track distribution/check out of any agency keys.  Coordinate with Housing Director as assigned, the scheduling of vendors for routing property services such as pest control, lawn care, etc. for agency properties. Compile and distribute monthly rent statements for Housing tenants by the 20th of each month. Receive and receipt rents for Housing tenants by the 5th of each month.  Track late rents, compile and mail late rent statements by the 6thth of each month.  Direct all receipts and transactions to the business office according to the SOP for rent collection.  Submit applicable subsidy report by the 5th of each month.  Submit applicable match report by the 5th of each month. Submit additional reports according to schedule as assigned.  Track recertification dates and mail recertification letters for S+C according to HUD timelines. Typing as assigned. Enter Surveys/Program Assessment data into CAREWARE weekly. Maintain Service Activity Log (SAL) binder on a daily basis. File progress notes, other documents submitted for housing program charts. Maintain all Housing program waiting lists, according to HUD guidelines. Issue Representative Payee checks and maintain proper documentation of check issuances.  Complete Service Activity Log (SAL) each time that representative payee activity is conducted.  Monitor supplies for Housing Department to prevent depletion of supplies.  Submit purchase orders to request additional supplies. Route client walk–in inquiries to appropriate housing personnel. Maintain and distribute Housing Department numbered request for assistance forms.  Issue vendor checks as requested. Issue bus tokens to Housing tenants as needed. Receive incoming orders for janitorial and office supplies in absence of environmental tech and property maintenance tech. Collect supportive services forms monthly for match report. Submit report of outstanding maintenance requests monthly. Mail maintenance surveys to Housing tenants within 48 hour of completed maintenance, track and file returned surveys.


Must have a high school diploma or GED equivalent. Must have intermediate to advanced computer literacy and skill level.  Must have ability to create documents in Excel.  Must have excellent organizational and recordkeeping skills. Must be able to multitask in a fast pace environment.  Must be able to complete assignments with accuracy and in a timely manner with minimal direct supervision.  Must be able to work well with all types of people.  Regular and predictable attendance is necessary.  Maintain confidential information and adhere to all policies and procedures regarding Protected Health Information(PHI) 

Other Skills/Abilities

The ability to communicate effectively.  The ability to work well in a fast pace environment.

Physical Demands

Extended periods of standing and sitting.  The ability to lift 20 -25 lbs as needed.  Extended periods of computer use.

Contact Information and Procedure:
Mail, fax or e-mail application and resume along with a cover letter highlighting in detail skills and experience. Applications can be obtained at the FFL office or

Email applications in Word or PDF only. Candidates will be selected for interviews on the basis of materials provided.  Not all candidates will necessarily receive an interview.  No telephone calls please. 

Deadline for applications is:  OPEN UNTIL FILLED, but priority will be given to those applications received by May 25, 2012

Send application materials to: 


Mail:       Human Resources

                Friends For Life, 43 N. Cleveland St., Memphis, TN 38104

Fax:        901-272-7458                                                                      *Position contingent upon continued grant funding- EEO/AA

FFL Employment Application

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