Administrative

Responsibilities:

• Provides first point of customer service to the public and to employees, in person, by telephone and online, answers routine questions regarding departmental policies and procedures, programs or services.
• Produces letters, memoranda, reports, forms, working from rough drafts, voice recordings, handwritten notes, oral instructions, or established procedures.
• Attends meetings and takes, transcribes, compiles, and distributes minutes as needed; and assists with planning events, creating brochures and newsletters.
• Monitors office supply stocks and equipment maintenance and orders necessary supplies in accordance with procurement requirements.
• Conducts pre-screening of clients to obtain basic pre-qualification information and refers them to the appropriate Housing Specialist, programs and services to include Housing Choice Voucher, Homelessness Prevention, Housing Counseling, Homeownership and Housing Revitalization.
• Oversees ordering and maintenance of office equipment and supplies; maintains general files, official records and reports, operating records; sets up new files and retrieves information; establishes control procedures for document handling and storage and develops data collection and records systems along with procedures for control, storage and purging of documents in accordance with applicable laws and regulations; provides FOIA coordination.

Requirements:

• Any combination of education and experience equivalent to a high school diploma, associate degree in public administration, business, or related field preferred; and some experience in responsible administrative support and office work.
• Knowledge of principles and processes for providing customer service including setting and meeting quality standards for services and evaluation of customer satisfaction; knowledge of data entry and standard office software including word processing and spreadsheets; grammar, punctuation, spelling, and accurate mathematical calculations; and standard office practices and procedures and clerical techniques.
• Ability to maintain complex records, to assemble and organize data and to prepare reports from such records.
• Ability to communicate effectively both orally and in writing; follow both verbal and written instructions; establish and maintain effective and courteous working relationships with staff and the public; make accurate mathematical calculations; independently apply and carry out policies and procedures; organize and maintain moderately complex records and ensure their confidentiality; and, work under pressure in order to meet deadlines.