NSPIRE Administrative Assistant

POSITION SUMMARY The Administrative Assistant provides direct administrative and operational support to the NSPIRE Field Inspector, NSPIRE Coordinator and the Housing Choice Voucher (HCV) Inspection Unit serving approximately 1,800 vouchers across Greene and Ulster Counties. This position supports compliance with HUD?s National Standards for the Physical Inspection of Real Estate (NSPIRE), the New York State Housing Trust Fund Corporation (HTFC), and RUPCO policies by ensuring accurate recordkeeping, scheduling, reporting, and communication related to inspection activities. The Administrative Assistant plays a key role in maintaining regulatory compliance, supporting inspection staff, and ensuring efficient coordination between inspectors, program staff, landlords, tenants, and regulatory agencies. ESSENTIAL RESPONSIBILITIES Provide administrative support to the NSPIRE Coordinator and Inspection Unit staff. Schedule initial, annual, re-inspections, quality control inspections, and emergency inspections; coordinate appointments with tenants, landlords, and inspectors. Respond to emergency inspection requests and complaint-based inspection notifications within 24 hours by documenting the request, notifying the NSPIRE Coordinator/Inspector, and coordinating timely scheduling. Prepare and issue inspection notices, deficiency letters, extension approvals, and related correspondence in accordance with HUD, HTFC, and RUPCO requirements. Maintain and update inspection records in the Elite database, ensuring accuracy, completeness, and timely data entry. Track failed inspections and monitor correction deadlines; generate and maintain reports for review by the NSPIRE Coordinator, RUPCO leadership, and HTFC. Assist with preparation of required reports, compliance documentation, and audit materials. Monitor inspection timelines to ensure annual inspections and re-inspections are completed within required regulatory timeframes. Maintain organized electronic and physical files in accordance with agency record retention policies. Respond to inquiries from landlords, tenants, and program participants regarding inspection scheduling, processes, and documentation. Maintain a courteous, respectful, and professional demeanor when communicating with participants, owners, and landlords. Foster and maintain positive, professional relationships with tenants, landlords, and program partners. Maintain strict confidentiality of all HCV participants, landlords, and agency records. Assist in preparing materials for meetings, trainings, or regulatory reviews. Support travel reimbursement processing and other administrative documentation as required. Utilize designated agency technology and equipment solely for official business purposes. Perform other administrative duties as assigned to support inspection operations and regulatory compliance. Health, Safety, & Compliance Maintain a work environment in a clean, organized, and safe manner. Conduct daily inspections of work areas to look for unsafe conditions. Ensure all accidents are reported to supervisor and Human Resources. Maintain practices to ensure Health and Safety compliance. Use all required safety devices and personal protective equipment. Ensure all staff are properly trained on emergency response procedures. Maintain practices to ensure Health and Safety compliance Agency Standards Demonstrate positive work attitudes and habits Maintain a clean and neat appearance consistent with agency standards Attend all required meetings and trainings Participate in training programs for professional growth as scheduled and approved Responsible for understanding and adhering to RUPCO Inc.?s applicable program rules, regulations and policies. Keep abreast of any changes or modifications to policies or regulations Perform other duties as assigned Salary: $40,495 REQUIRED QUALIFICATIONS Education: High School Diploma or equivalent Experience: 1 year of experience in the Housing Choice Voucher Program or Administrative role is preferred. Experience working with databases or reporting systems. Skills: Excellent interpersonal skills and the ability to work with diverse groups are required Knowledge of various cities/areas within Greene and Ulster Counties Strong organizational skills with the ability to manage multiple deadlines. Proficiency in Microsoft Office Suite and database management systems (Emphasys Elite). Ability to interpret and follow federal, state, and agency regulations and procedures. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to maintain confidentiality and exercise sound judgment. Professional and courteous customer service skills. BONA FIDE WORKING CONDITIONS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Requests for reasonable accommodation will be reviewed per ADA standards. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; under hand to finger, handle, or feel; and reach with hands and arms. This position may require the employee to bend, kneel, stoop, crouch, crawl, or climb. The position requires frequent lifting up to 20 pounds. Affirmative Action & EEO Statement: It is the policy of RUPCO Inc. to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate. As part of the company?s equal employment opportunity policy, RUPCO Inc. will also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans,recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.