Administrative Services Specialist

Under general supervision plan, organize and coordinate office activities and communications to support department/location to carry out routine administrative duties as assigned. Provide responsive and efficient customer service.

Key Duties/Responsibilities:

1. Provides department support by typing and proofreading a variety of documents including general correspondence, purchase requests,/applicant, participant/resident notifications, reports, lease documents, pre-applications, applications and other forms.

2. Provides department support by preparing information and data for housing operations reports, maintains files, schedules, logs, and records; checks and tabulates basic statistical data; prepares routine statements and reports; inventory review, purchase requests.

3. Performs receptionist duties by answering the telephone, reviewing client file, addressing enquiries, referring calls to Housing Authority staff, greets customers and provides general information regarding Housing Authority policies and procedures as required.

4. Prepares application, recertification, and move packets and verifies information, including conducting document review meetings with applicant, participant/resident. Sorts and files/scans documents and records, maintaining alphabetical, index and cross reference files, and analyzes and responds to applicant inquiries and documents file. Makes recommendations to Housing Services staff.

5. Reviews applicant eligibility packets, including initial income eligibility. Submits, criminal background, tenancy approval and inspection requests as necessary. With training and general guidance; conducts applicant/ participant/resident briefings.

6. Provides clerical support by witnessing signatures and verifying identification, copying and maintaining a supply of various forms for applicants, participants/residents and the general public, sorting/distributing, and responding to incoming and outgoing correspondence.

7. Supports office by procuring supplies, reviewing budgets, updating supervisor on status, discrepancies.

8. Provides courteous, respectful, honest, timely and professional information to all Housing Authority staff, program participants, visitors and landlords for all activities and services in accordance with Housing Authority Customer Service policies.

9. Performs other related duties as assigned (such as training for and performing duties of higher level classifications as business needs require).

Minimum Qualifications:

High School diploma or equivalent with training in typing, computer software programs, filing and office practices. Associates preferred. Equivalent of 2 years general clerical experience with direct public contact preferred.

Supplemental Information:

PHYSICAL DEMANDS:
Hearing and speaking to exchange information.
Sitting for extended periods of time.
Seeing to read a variety of materials and equipment
Dexterity of hands and fingers to operate a computer keyboard.
Lifting light objects.
Bending at the waist, kneeling or crouching to file materials.

ENVIRONMENT:
Office environment.
Constant interruptions.

EQUAL OPPORTUNITY EMPLOYER