Secretary

POSITION DESCRIPTION

Perform clerical, switchboard and receptionist type duties. Employees at this level shall have entry level computer skills and shall be trained to have a working knowledge of the operating procedures of the agency with an emphasis on knowledge of the function of the Intake/Certification and Occupancy (ICO) Department.

DUTIES AND RESPONSIBILITIES

Under the supervision of the ICO Director, the incumbent's essential job duties may include, but are not limited to the following:

• Serve as agency receptionist by greeting visitors and directing person to the proper person or department. Answer general questions. Maintain visitor log-in sheets.
• Distribute applications to walk-in clients and review completed applications for completeness.
• Answer telephones, transfer calls, take messages. Perform other related telephone tasks.
• Monitor printed forms and office supplies utilized by the ICO Department staff and order or photocopy when needed to ensure that adequate supplies are on hand for department staff. Maintain paper supply level and toner in department photocopier.
• Perform routine clerical work as requested by the staff of the ICO Department.
• Perform routine filing work as requested by the staff of the ICO Department.
• Review applicants determining eligibility and preference status. Complete computer data entry of applications. Send correspondence to applicants to advise of status and prepare applicant files.
• Copy and distribute materials as requested.
• Perform routine processing and data entry on the computer.
• Open and distribute incoming mail. Meter outgoing mail and transport to local post office.
• Maintain materials provided in public viewing areas of the lobby.
• Under the supervision of the staff of the Accounting Department, serve as tenant rent cashier.
• Attend agency staff meetings and any other seminars, training courses, or industry meetings as requested. Share information with other staff.
• Perform related duties and responsibilities as required.
• Process and communicate with Landlords and tenants, all Section 8 inspections.

KNOWLEDGE AND ABILITIES

Knowledge of:

• Basic principles of math
• Automated word processing systems
• Automated data systems
• Basic principles of filing systems
• Modern office procedure, office equipment and computer applications related to the work
• Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone

Ability to:

• Maintain client's files and documentation in accordance with agency policies
• Be detail oriented with an emphasis on organization and productivity with a high degree of accuracy
• Implement needed processes to ensure compliance with federal regulations and agency administrative policies
• Understand and communicate the Agency's policies, procedures, rules and regulations.
• Utilize computer software including agency specific applications to enter data and compile information
• Be decisive, solve problems and prioritize work issues
• Learn new ideas and procedures with a willingness to adapt to changes
• Understand and carry out oral and written instructions
• Communicate clearly and concisely, both orally and in writing
• Maintain effective interpersonal skills for interacting with others and maintaining cooperative working relationships with supervisors, co-workers, business associates and clients.

MINIMUM JOB REQUIREMENTS- Any combination of the following experience and education that would likely provide the required knowledge and abilities is qualifying. Must possess a valid driver's license and be able to be insured for operating HALC owned vehicles and/or provide personal transportation as needed to perform duties.

• Proficiency in Word and data entry.
• Basic mathematical skills
• Education equivalent to completion of the twelfth grade.

WORKING CONDITIONS AND PHYSICAL EFFORT

• Office environment working with computers. Substantial clients contact via in person or telephone communications.
• Must possess mobility to work with computers and standard office equipment with an emphasis on data entry, stamina to maintain attention to detail and to act in a courteous and professional manner dispute numerous unscheduled interruptions, strength to occasionally lift and/or move up to 10 pounds, vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

Salary : $15 - $16