Job Details

DEFINITION/PURPOSE:
Under supervision, performs a wide variety of general administrative duties in support of Housing Authority goals and objectives and provides information and assistance to program participants and clients as well as the general public. Positions in this classification may be assigned tasks relating to one particular function supporting a department manager or tasks assigned may vary greatly.
DISTINGUISHING FEATURES:
The Administrative Clerk classification is considered to be entry level and is distinguished from the Eligibility Technician classification in that the latter is responsible for technical processing and decisions regarding housing program eligibility.
SUPERVISION RECEIVED AND EXERCISED:
The Administrative Clerk classification receives direct supervision from a department manager and receives guidance from the Eligibility Leadworker and/or the Leasing Services Leadworker.
ESSENTIAL AND MARGINAL JOB FUNCTIONS:
Primary (essential) and less essential (marginal) responsibilities may include, but are not limited to, the following:
Essential Functions:

1. Receive, review, scan and distribute a variety of documents including applications, forms and other information submitted by program participants or owners, contracts, bid documents and general correspondence.

1. Serve as lobby receptionist receiving and assisting participants and the general public while providing information on housing programs and procedures.
2. nswer and direct phone calls received through the Housing Authority's call center from participants, owners and the general public.

1. Perform data entry and utilize housing software systems as required for specific functions.

1. Initiate and respond to communication with participants, vendors, owners and clients via phone, email or mail as related specific job functions.
2. Coordinate and schedule inspections and other appointments as related to specific job functions.

1. Generate and process work orders and coordinate same with maintenance staff.

1. Prepare a variety of forms such as invoices, records of transactions, requisitions and purchase orders; verify data for accuracy and submit to the appropriate manager.

1. Process mail including receiving, sorting and distributing incoming and outgoing correspondence and maintenance of mailing lists.

Marginal Functions:

1. Maintain records and files to ensure accurate and current information is readily available.
2. Maintain and apply general knowledge of Housing Authority programs, policies and procedures related to specific job functions.

1. Compile information and data for operational and tracking reports.
2. Perform a wide variety of general administrative support including photocopying, scanning, faxing and assisting with administrative projects.
3. Provide necessary administrative support to any department manager.

1. Interact with co-workers, clients, vendors and the general public in a tactful, courteous manner, ensuring excellent customer service.

1. Perform other duties as assigned.

KNOWLEDGE AND ABILITIES:
The Administrative Clerk classification requires the:

Knowledge of :

• English usage, spelling, grammar and punctuation.

Basic methods and practices used in housing assistance and/or social services programs

• Modern office practices, procedures, methods and computer equipment.
• Scanning and electronic filing techniques.
• Document and report production methods.
• Principles and procedures of record keeping and reporting.
• Preparation of general business correspondence.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and Housing Authority staff.

bility to:

• Learn and correctly interpret and apply the policies and procedures of the function to which assigned.
• Compose correspondence independently or from brief instructions.
• Understand and carry out oral and written directions.
• Compile and review information; prepare records.
• Maintain a professional demeanor over the phone and in person.
• Establish and maintain a variety of filing, record keeping and tracking systems.
• Organize work, set priorities and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software application programs.
• Use English effectively to communicate in person, over the telephone and in writing.
• Establish, maintain and foster positive and effective working relationships with those contacted in the course of work.

MINIMUM QUALIFICATIONS:
ny combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

1. Two (2) years responsible administrative experience, including public contact. Experience working with or for assisted housing programs, social services programs, property management or other housing-related field is preferred.

1. Equivalent to the completion of the twelfth (12th) grade with demonstrated experience performing administrative or office work.

QUALIFICATION REQUIREMENTS:
To perform the duties of this classification successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required for the Administrative Clerk. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. In addition, a driving record acceptable to the Housing Authority's insurance carrier must be maintained.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the Administrative Clerk classification.
While performing the duties of this classification, mobility within the workplace is required. Manual dexterity is required to operate a computer. Good eyesight is required to read and write. Good hearing and speech are necessary in order to communicate with the general public, co-workers, agency clients, and officials contacted in the normal course of work. Regular attendance is required. Employees in this classification must be able to handle stressful situations.