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Sarasota Housing Authority

Agency Assistant

Sarasota, FL · On-site

$18 - $19.50/hr

The Agency Assistant provides administrative and operational support across multiple departments of the Sarasota Housing Authority, with primary responsibility for assisting the Director of ...

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Agency Assistant information

What is an agency assistant?

Agency Assistants are administrative professionals who provide support to agencies, such as advertising, insurance, or real estate firms. Their responsibilities typically include handling communications, scheduling meetings, organizing files, and assisting with client relations and project management. They play a crucial role in ensuring the smooth day-to-day operations of the agency and may also help with research, data entry, and other clerical tasks as needed.

What are the key skills and qualifications needed to thrive as an agency assistant, and why are they important?

To thrive as an Agency Assistant, you need strong organizational skills, attention to detail, and proficiency in office administration, often supported by a high school diploma or relevant administrative coursework. Familiarity with office productivity software such as Microsoft Office Suite and basic knowledge of customer relationship management (CRM) systems are commonly required. Excellent communication, multitasking ability, and a proactive attitude are standout soft skills for this role. These skills are vital for efficiently supporting agency operations, ensuring smooth workflow, and fostering positive interactions with clients and team members.

What are some common challenges an agency assistant may face when supporting multiple team members simultaneously?

As an Agency Assistant, you'll often juggle tasks for various team members, which requires strong organizational and communication skills. Balancing competing priorities and managing time effectively can be challenging, especially during high-volume periods or tight deadlines. Adapting quickly to shifting needs and proactively clarifying expectations with your team can help ensure tasks are completed accurately and on schedule. It's also important to stay organized with digital tools and maintain clear documentation to manage assignments efficiently.

What is the difference between Agency Assistant vs Administrative Assistant?

AspectAgency AssistantAdministrative Assistant
Required CredentialsHigh school diploma; some roles may prefer relevant certificationsHigh school diploma; often some college or administrative certifications
Work EnvironmentAgency settings such as marketing, advertising, or talent agenciesOffice environments across various industries
Employer & Industry UsagePrimarily in service, creative, or media agenciesWidespread across corporate, government, and nonprofit sectors
Common Search & ComparisonOften compared for support roles within agenciesMore general administrative support roles

The Agency Assistant typically works within specific agency environments, focusing on supporting agency operations, while the Administrative Assistant has a broader role across various industries, providing general administrative support. Both roles require similar credentials but differ mainly in industry focus and work setting.

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Infographic showing various Agency Assistant job openings in the United States as of August 2026, with employment types broken down into 2% As Needed, 75% Full Time, 20% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Agency Assistant

Sarasota, FL • On-site

Sarasota Housing Authority
Housing and Regional Planning Programs Administration • 1 - 10 employees
Learn more about Sarasota Housing Authorityexternal

$19.50/hr

Full-time

Re-posted 2 days ago

Job description

Job Type
Full-time
Description
Job Title: Agency Assistant
Job Classification Code:
Reports to: COO/Deputy Director
Employee Status: Non-Exempt
Job Summary:
The Agency Assistant provides administrative and operational support across multiple departments of the Sarasota Housing Authority, with primary responsibility for assisting the Director of Construction & Capital Improvements, the COO/Deputy Director, and the Director of Asset Management. This position also provides on-demand support to property management teams to ensure efficient operations. The role involves clerical, organizational, and project support duties requiring accuracy, confidentiality, and professionalism.
Education/Certification Requirements:
  • High school diploma or GED required; some college coursework preferred.

Experience Requirements:
  • Prior experience in administrative or clerical roles with public contact.
  • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Experience supporting multiple managers/departments preferred.

Requirements
Qualifications:
This position requires a valid Florida driver's license and the ability to pass a pre-employment screening, as well as be eligible for coverage under Authority fleet auto insurance.
Knowledge and Skills:
  1. Strong organizational and time management skills with the ability to balance competing priorities and meet deadlines.
  2. Proficiency in clerical and administrative support functions, including task management across multiple departments.
  3. Knowledge of general office procedures, records management, and customer service best practices.
  4. Working knowledge of affordable housing, property management operations, or Public Housing Agency (PHA) functions preferred.
  5. Proficiency with modern office equipment (printers, copiers, scanners, etc.) and strong computer skills, including Microsoft Office Suite.
  6. Ability to present ideas clearly and concisely, both orally and in writing.
  7. Ability to draft accurate written materials, maintain legible records, and follow written and verbal instructions.
  8. Strong interpersonal skills with the ability to interact effectively and professionally with co-workers, residents, contractors, and stakeholders from diverse backgrounds.
  9. Ability to handle confidential and sensitive information with discretion and integrity.
  10. Professional demeanor with consistent courtesy, tact, and consideration when dealing with callers, visitors, and residents.
  11. Ability to learn assigned tasks quickly, adhere to established routines, and enforce office requirements and regulations.
  12. Demonstrated ability to support compliance and documentation standards across multiple departments.

Duties/Responsibilities of Position:
  1. Provide comprehensive administrative and clerical support to senior leadership, including preparation of reports, presentations, schedules, and correspondence.
  2. Assist with organization and maintenance of files, records, and documentation to ensure accuracy and compliance with agency policies and procedures.
  3. Support project coordination by tracking deadlines, preparing meeting materials, and facilitating communication with internal staff, contractors, vendors, and external stakeholders.
  4. Provide data entry, reporting, and record-keeping support for departmental operations, including property management, construction projects, and agency initiatives.
  5. Serve as an administrative resource for senior leaders by assisting with follow-up actions, special projects, and cross-departmental coordination as needed.
  6. Provide temporary administrative and operational property management teams to site teams during peak workload periods, staff absences, or special projects.
  7. Assist with leasing files, tenant communication, and resident service coordination.
  8. Support document preparation, filing, and office coverage at property management sites.
  9. Perform receptionist duties including answering phones, greeting visitors, and responding to inquiries.
  10. Maintain electronic and paper filing systems for multiple departments.
  11. Coordinate schedules, meetings, and training sessions as needed.
Perform other duties as assigned to support organizational operations.
Physical Requirements/Environment:
  • Work is primarily sedentary in an office environment with regular computer use.
  • Must be able to sit, stand, walk, and move between office and property settings.
  • Occasional on-site visits to properties may require walking, climbing stairs, and carrying light materials (up to 20 lbs).
  • May occasionally require travel to meetings, properties, or job sites.
  • The role requires the ability to handle interruptions and shifting priorities while maintaining accuracy, professionalism, and attention to detail.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all job duties listed, and some incumbents may perform some duties, which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.
Salary Description
$19.50/hourly

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