Office Assistant

SUMMARY

Under the supervision of the Rental Assistance Coordinator or the Special Programs Administrator the Administrative Assistant performs clerical work supporting Section 8 Rental Assistance housing operations. The incumbent provides general administrative support and interviews and assists clients in the application process. This position provides assistance on issues related to Section 8 Rental Assistance as required.

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Administrative Assistant is a non-supervisory job classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Provides excellent customer service.
• Greets visitors, applicants, and residents; answer the office phone in a courteous and professional manner.
• Prepares Voucher briefing packets – send in mail.
• Prepares Lease Packets
• Works closely with Sr. Occupancy Specialist and Special Programs Administrator.
• Prepares and sends income change packets.
• Prints approved forms from shared database.
• Prints and mails update letters to applicants who have been on the waiting list.
• Performs interviews with applicants via phone or in person as needed.
• Files paperwork, and maintains the document management system; updates electronic data as required.
• Enters information into appropriate database, including: Request for Tenancy Approvals into notes, housing applications when applicable, 30-day notices as needed, and other relevant confidential information.
• Enters and updates resident phone numbers in computer.
• Assembles re-examination packets.
• Collects and accepts resident reports for income changes, request to add, etc.; routes documents to appropriate personnel.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of general bookkeeping, commercial arithmetic, and business English.
• Skill in utilizing Microsoft Office Word, Excel, Outlook, and other computer applications.
• Ability to quickly learn the regulations and procedures for determining eligibility and appropriate rent amounts for rental assistance programs.
• Ability to follow and apply established policies and procedures in making eligibility determinations.
• Ability to understand and apply KCDC policies and procedures related to department or program of assignment.
• Ability to organize and maintain files and records.
• Ability to understand and follow oral and written instructions.
• Ability to be courteous and tactful when dealing with the public.
• Ability to establish and maintain effective working relationships with co-workers, clients, and the public.
• Ability to readily establish rapport with the public in obtaining and giving procedural information.
• Ability to accurately enter data into an industry-specific database and make arithmetic computations and tabulations at reasonable working rates of speed.
• Ability to speak and understand Spanish, is desired.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

High School Diploma or GED and a minimum of one (1) year of experience providing general clerical support in an office setting. An equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, AND REGISTRATIONS

No special requirements at appointment.

Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.