Clerk Typist 2 - Healthy Homes

This position is responsible for customer service, processing documents, and providing clerical support for the Office of Healthy Homes.

• Follows safe practices in the performance of duties.
• Performs receptionist duties such as greeting visitors, directing individuals to proper meeting locations, receiving documents, and screening and routing telephone calls, including the use of translation services when necessary.
• Performs clerical duties such as typing, faxing, copying, and scheduling appointments.
• Operates office computer for data entry, retrieval and word processing.
• Composes routine letters, form letters, departmental reports and other memos.
• Files and retrieves materials by systemically sorting and storing documents alphabetically, numerically, chronologically, or using similar filing methods.
• Receives applications, documents, forms, and fees directly from the public and screens, sorts, and assembles for further processing.
• Opens and sorts mail.
• Provides the appropriate applications and paperwork to landlords, tenants and homeowners.   Answers questions related to the Lead Hazard Control, Healthy Homes and Critical Repair program, and other programs as assigned. 
• Maintains required records for all Local, State and Federal funding administered by the Office of Healthy Homes.
• Assists onsite with Risk Assessments, and types notes taken into Excel sheet with XRF readings. Pre-fills reports and forms.
• Provides back-up and overflow support to  Administrative Assistant.
• Provides clerical support for  all members of the Office of Healthy Homes, and the Bureau Chief of Health as assigned. 
• Assists participants in filling out applications and submitting supporting documents. Helps provide preliminary program screening and eligibility.
• Assists in marketing and outreach efforts to support all programs.
• Organizes and tracks the use of office supplies and equipment and places orders as needed. 
• Receives, organizes and submits invoices for contractor payment, relocations, dust wipe lab services, equipment, office supplies, outreach materials and other items as required.

Education, Training and Experience

• Graduation from High School or completion of a GED is required, preferably with courses in typing and business procedures and practices
• One year of clerical experience.is required

Licenses and Certificates

• Possession of a valid Pennsylvania State Driver’s License is required

Other Information

Environmental Conditions

• Indoors, environmentally controlled.
• Outdoors on occasion, for Risk Assessments and Outreach Events.

Safety Equipment Used or Needed

• None

Comments

• Skills Assessment required.
• Bi-lingual skills preferred (especially Spanish or Swahili)
• Requires dealing with angry or upset individuals on an occasional basis.
• Lift up to 10 lbs.
• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.

• Knowledge of safe practices related to an office setting.
• Knowledge of practices related to local, state and federal housing programs.
• Knowledge of operation of standard office equipment such as personal computer, scanner, fax machine and copier.
• Knowledge of modern office management procedures, practices and equipment.
• Knowledge of office automation.
• Knowledge of business mathematics.
• Proven proficiency in Microsoft Office (or similar) suite of tools (Word, Excel, File Explorer and Outlook). Munis experience is welcomed.
• Ability to perform data entry and retrieval.
• Ability to provide information, both in person and over the telephone, in a courteous, friendly and firm manner.
• Ability to keep complex records, to assemble and organize data and to prepare reports from collected data.
• Ability to learn the regulations, procedures and activities of the Office of Healthy Homes and Bureau of Health.
• Ability to file, numerically and or alphabetically.
• Proven ability to multi-task.
• Proven ability to maintain strict confidentiality of all information is required.
• Proven ability to use tact and discretion when dealing with highly sensitive information.
• Proven ability to meet deadlines 
• Proven ability to plan and organize work schedule 
• Proven ability to maintain routine records.
• Positive interpersonal skills 
• Ability to write and organize correspondence.
• Ability to operate a vehicle on private and public streets.
• Proven ability to read, write, speak, and comprehend written or oral instructions in English.
• Ability to read, write, speak, and comprehend Spanish preferred.
• Proven ability to work as part of a team and to collaborate successfully with others.
• Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations 
• Proven ability to exhibit customer-centered behaviors and to focus on customer needs 
• Proven ability to commit to excellence in service and to continuous improvement 
• Willingness to adhere to the City of Lancaster’s commitment to Quality, Teamwork, Integrity and Respect.

Salary : $21