Administrative Assistant I – Full Time

POSITION SUMMARY

Provides high level clerical and administrative support to housing team. Assists clients with questions or concerns in supportive housing programs, including Section 8 Housing Choice Voucher, Tenant Based Rental Assistance, Emergency Solutions Grant programs, Emergency Housing Voucher, and FYI.

DUTIES AND RESPONSIBILITIES

• Professionally greet customers, team members and the public. Answer customer/client questions or refer to appropriate staff member. Calmly handle complaints and resolve difficult situations.
• Answer multi-phone line system. Direct phone calls to appropriate staff. Provides program information to the public and other departments.
• Provide clerical support to department staff. Prepare and proofread documents for spelling, mathematical and grammatical accuracy. Sorts and files records, maintains contact lists, sorts and packages mail.
• Assists customers/program clients with requests regarding program eligibility and application status.
• Inputs, retrieves and updates client records and data in electronic software database.
• Provide support in the processing of correspondence, coordination & scheduling of meetings and processing of various other materials and reports.
• Design forms that are used by a division or department.
• Provide support for assigned committees, dilapidated structure hearing, executives, including preparation of meeting agendas.
• Maintain calendars, arrange and initiate travel arrangements if needed.
• Oversee all aspects of record keeping and documentation activities for a division.
• Type and composes a variety of correspondence and documents including memos, letters, contracts, plans, specifications, etc.
• Perform special projects such as reviewing and updating or rewriting procedures, or performing detailed research on specific issues for supervisors.
• Learn and assist with the different grants that are ran out of the housing office.

POSITION COMPETENCIES

• Strong customer service skills, including effective listening, problem solving, conflict resolution, tactful and calm responses.
• Maintain a high level of confidentiality regarding City, housing clients and department business.
• Must possess excellent interpersonal skills including building positive relationships, work as part of a team and self-awareness of non-verbal communication.
• Learn department functions thoroughly to provide general information and use judgment in applying and explaining department processes and procedures.
• Proficiency on computers, to include word processing, spreadsheets and database programs.
• Good knowledge of office practices and procedures, generally accepted business English usage, punctuation, spelling and math.
• Maintain and retrieve important records efficiently and accurately and use this information to prepare clear and concise reports.
• Perform duties accurately and efficiently under time sensitive deadlines.
• Ability to organize and prioritize workloads, work under pressure and meet deadlines.
• Ability to work independently and make decisions.

EDUCATION

• High School Diploma or GED equivalent.
• Three to five years of clerical and customer service experience in a busy office setting. Clerical experience and knowledge of federal governmental programs or grant management programs.
• Valid Driver’s License.