Administrative Duties

• Supervisory: This job does not have formal supervisory responsibilities.
• Budgetary: This job does not have budgetary responsibilities but carries out day-to-day activities within approved budget.
• Strategic Planning: This job does not have strategic planning responsibilities, but carries out day-to-day activities in order to reach the stated goals and objectives.
• Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications: This job carries out day-to-day activities in accordance with Council’s adopted priorities and direction.
• Reporting: This job has partial responsibility for reporting to Federal/State/Local agencies at the program level (gathers information, completes reports, and assists in addressing discrepancies in reporting).

Examples of the Work Performed

• Provides excellent customer service to both internal and external customers.
• Maintain pool of applications for Housing Authority programs; receive, sort, validate and review applications and a variety of documents pertaining to program eligibility for Section 8 programs; screen applicant/participants for eligibility based on HUD regulations; determine acceptability of all verifications sent in by applicant/participants.
• Investigate and verify applicant/participant information for accuracy and completeness; contact applicant/participant to discuss and clarify informational discrepancies; prepare correspondence to various agencies to verify applicant/participant data including total family income, current assets and family composition; re-verify applicant/participant information as required.
• Provides support for S8 programs, including filing, record retention, client data verification, preparing and mailing routine correspondence, schedule appointments, receive sort and distribute incoming correspondence.
• Sort, file and purge materials such as applications, client data/verifications and correspondence in accordance with record retention policies.
• Prepare Briefing Packets.
• Develop and maintain files and records pertaining to applicant/participant; maintain and update waiting lists.
• Provide Housing Services Specialist with necessary files and records upon request.
• Compile and organize reports, lists, logs and other documents and records by extracting and/or tabulating information from a variety of sources such as files, correspondence, and/or computer records.
• Respond to inquiries and requests pertaining to applicant/participant histories, status on waiting list.
• Demonstrate clarity and neatness in all forms of reporting and communication.
• Maintain applicant/participant confidentiality and comply with code of ethics.
• Maintain mutually respectful, collaborative relationships with staff and program applicants/participants.
• Other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS

• High school graduate or GED.
• Two (2) years of responsible administrative experience involving client interaction and basic office procedures.
• Or any combination of education, experience and training equivalent to the above Minimum Requirements.

• Record and data management, storage and retrieval systems.
• Modern office procedures, methods and computer equipment.
• English usage, spelling, grammar and punctuation.
• Basic mathematical principles.
• Basic knowledge of public housing assistance programs and/or other social services.
• Basic interviewing methods, procedures and techniques.
• Calculate and interpret numerical data.
• Respond to requests and inquiries from the general public.
• Write clear reports and business correspondence.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain and foster positive and harmonious working relationships.
• Handle multiple projects and meet deadlines.

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.

Supplemental Information

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)

• Type and word process.
• Ability to learn housing specific software.
• Operate modern office equipment including computer equipment.
• Ability to learn, interpret, and apply Housing Authority policies and procedures pertaining to occupancy eligibility.
• Ability to learn pertinent Federal, State and local laws, codes, and regulations.

• While performing the duties of this job, the employee is occasionally lift and/or move up to ten pounds.
• There are no special vision requirements for this position.
• Working conditions include typical office conditions.
• The noise level in the work environment is usually moderate.