Current Openings

CHRC has the following employment opportunities available:

Administrative Assistant (see below for a full job description)

If you are interested in this position, please email your resume to: employment@chrc-tn.org

POSITION TITLE: Administrative Assistant
REPORTS TO: Chief Executive Officer
DEPARTMENT/DIVISION: Administration
FLSA STATUS: Non-Exempt
DATE: August 18, 2025
EMPLOYMENT STATUS: Full-Time

Position Summary

The Administrative Assistant is responsible for processing maintenance work orders received from residents, accepting and processing rental payments and maintaining the Tenant Accounts Receivables (TAR). Duties also include providing front desk customer service and administrative support services for the Administration Office. These tasks are to be performed in compliance with HUD RAD-eligible Physical Condition Assessments and National Standards for the Physical Inspection of Real Estate (NSPIRE).

Responsibilities

The duties listed below illustrate the various types of work that may be performed. 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 this position. Undertakes and performs the following and all other work-related duties as assigned.

Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the Chief Executive Officer or appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Agency programs as directed.
Accepts and process rental payments, fees and other services from tenants and issues receipts and enters into the Yardi System and Checkscan Systems daily.
Processes and maintains resident vacated accounts.
Runs reports daily for outstanding balances, deposits, adjustments and documents the adjustments with proper documentation. Assures that everything balances before running the end of day report.
Tracks delinquent accounts to determine charge offs. Process necessary paperwork to send account to the collection agency; Prepares & files warrants, and posts warrant fees to accounts and locks each account for non-payment.
Responsible for monitoring, restoring, and posting fees for utility disconnects.
Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.
Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category.
Accurately enters all work orders into the system and provides work order notification and tracking number to maintenance personnel and/or Property staff as appropriate to the situation.
Categorize and prioritize work orders in compliance with Agency rules, regulations, and procedures.
Dispatches Maintenance staff work orders and follows up on work progress, as necessary.
May add a database code to serve as a marker for an invalid residents' complaint (i.e., a complaint that did not justify work by maintenance staff).
May add an indicator to the work order database to show that a lease violation is the source of the work order request and to track and identify costs due to violations. May analyze by frequency and type of lease violation for purposes of initiating preventive maintenance activities and tracking repeat problems.
Reviews inspection results and code enforcement reports and generates follow-up work orders as appropriate.
Keeps a daily log tracking work orders generated, closed, and in progress. Updates status of all pending work orders.
Responsible for receiving customer documents, providing photocopies and receipts for documents dropped off at the front desk and placing the documents in the appropriate employee's mailbox.
Provides administrative support by sorting, logging, and distributing mail, and incoming shipments.
Provides assistance to the staff to ensure overall departmental efficiency by composing, preparing, setting up, and proofreading confidential correspondence, agreements, summaries, memoranda, statistical tables, presentations, forms, and reports, relevant information from a variety of sources, and/or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.
Reviews applications and documentation for completeness, logs applications and inputs data into computer.
Obtains backgrounds checks through submissions to the Agency's approved third-party investigate service to obtain and/or verify background information and forwards information to the Resident Services Manager.
Welcomes on-site visitors, determines the nature of business, and announces visitors to appropriate personnel.
Provides clerical administrative support to assist Administrative staff as needed.
Opens and closes the front office area on a daily basis to ensure customers have access to services.
Maintains security of confidential materials.
Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience

Associates degree with a bachelor's degree preferred from an accredited college or university or graduate of a licensed business college with two (2) years of progressively responsible experience in secretarial science, public administration, political science or social service, property management or closely related field or an equivalent combination of education and experience.

The Fair Housing certification must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Chief Executive Officer or his/her designee:

Knowledge and Skills

Good knowledge of organizational functions, and general operating policies and procedures. Good knowledge of secretarial practices, business English and Math, spelling and punctuation.
Good skills in operating computer equipment, applicable Agency software, and general office machines.
Ability to communicate clearly, concisely, orally and in writing.
Ability to perform routine duties without close supervision, deal effectively with the public, and establish and maintain effective working relationships with other employees.
Ability to interact with the public in person and by telephone in a courteous and professional manner with a pleasant voice.
Ability to deal effectively with sensitive and confidential information.

Supervision Controls

The employee receives instructions from the Chief Executive Officer. Courses of action, deadlines, and priorities are established by procedure, the Chief Executive Officer or the employee depending on the assignment. Routine duties are initiated by the employee without supervisory direction. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are referred to the Chief Executive Officer for their resolution. The employee's work is reviewed regularly for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory responsibilities.

Guidelines

Guidelines followed by the employee include published laws, regulations, handbooks, established policies and procedures. Independent research may be necessary depending on the activity and/or task requirements. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and experience within the area of expertise and parameters defined by the supervisor.

Complexity

The employee performs a variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Some computer applications may be difficult to accomplish and require resourcefulness and extra effort by the employee. Decisions regarding unusual circumstances are referred to the Chief Executive Officer.

Scope and Effect

The employees' work affects the other Agency employees, and the perception of the Agency by clients and the general public. The employees contribute to the smooth functioning of the department and Agency through efficient organization of assigned files/records and maintenance of the work order system. Performing duties effectively, efficiently, and in a professional manner enhances relationships between the Agency and its clients and contributes to the Agency's overall ability to provide housing that is decent, safe, and sanitary.

Personal Contacts

Most of the employees' contacts are with Agency employees, residents, and the general public. Most contacts are structured or confidential in nature and the employee is expected to use normal tact and courtesy.

Physical Requirements

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
Must be able to sit or stand for up to eight (8) hours at a time while performing work duties.
Must be able to bend, stoop, push, and pull in the performance of office related duties.
Must be able to use fingers bilaterally and unilaterally to operate office equipment.
Must have vision and hearing corrected to be able to perform essential job functions.
Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
Must maintain a professional appearance and portray a positive image for the Agency.
Must maintain punctuality and attendance as scheduled.
An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.

Medicinal and Recreational Marijuana

Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for reasonable accommodation to use marijuana under any circumstance.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work indoors involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

Must possess a valid driver's license and maintain a good driving record.
Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
Must work with the highest degree of confidentiality.
Must pass employment drug screening & criminal background check.

Read and Acknowledge

The Columbia Housing & Redevelopment Corporation is an Equal Opportunity Employer. This job description is subject to change and in no manner implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Chief Executive Officer.

Employment with the Columbia Housing & Redevelopment Corporation is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.