Temp On-Call Resident Initiatives Clerk

Open internally until December 30, 2024.

Open externally until January 7, 2025.

Class Title: Administrative Support Assistant

Position Title: Resident Initiatives Clerk

Accountable To: Housing Manager

Department: Resident Services

Band: A

Grade: 1

Subgrade: 2

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits:

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: This is a broad entry level class responsible for performing routine office support duties requiring incumbents to follow clearly established and defined procedures.

Distinguishing Characteristics: The Administrative Support Assistant is the first-level of a four-level administrative support series and is distinguished by its responsibility for performing routine office support duties requiring incumbents to follow clearly established and defined procedures.

Position Summary: Incumbents are responsible for answering telephones; directing calls and taking messages; greeting and directing visitors; providing routine information; scheduling activities and programs; opening and closing community centers; checking facilities for safety concerns and calling in work orders; and, explaining center rules and regulations to users.

Duties:

• Performs all receptionist duties for Community Center such as: answering all calls coming into the Center’s main number and directing calls appropriately. Responds to inquiries of walk-in clients. Communicates effectively with residents, service providers, management staff and visitors. Must understand each of the services available and be able to explain services to residents of many cultures and languages. Works cooperatively with all Community Center users, including children, teenagers, and adults.
• Monitors the physical safety and security of the Center and enforces the Community Center Code and rules. Assumes responsibility for opening and closing the Center. When closing the building, verifies the building is empty, locks up, and sets alarm. Contacts the Housing Manager when an alarm sounds in the building. Re-sets the alarm as needed during or after work hours once the building has been determined to be secure by the police, fire department or Housing Manager. Inspects the Center at the beginning and ending of every shift and reports poor maintenance, damage or safety concerns, security problems, etc. to the appropriate staff. Reports to Housing Manager if needed repairs are not made in a timely manner. Inspects rooms that have been assigned both before and after use and reports any damages or failure to clean the room to the Housing Manager. Responsible for entrance and master keys to the Community Center. Assess and responds to needs for emergency services.
• In collaboration with the PHA Human Services Coordinator (HSC), accurately and appropriately schedules programs/services for 10-20 service providers using spaces at the Community Center, and schedules and reserves space for private use by residents in accordance with PHA policy and Management Office procedures. Refers provider complaints and space usage conflicts to the HSC or Housing Manager. Works in the evenings and occasionally on the weekends as needed.
• Performs assigned and routine administrative tasks accurately and efficiently. Sorts and distributes mail. Maintains Center bulletin boards. Oversees tool lending program for residents. Issues car permits to residents. Makes copies and assists service providers in using the Center equipment according to PHA procedures. Calls in work orders to be done by Maintenance in the Center. Maintains a log of janitorial needs and reminders to contractor of needed work per the contract. Does any needed light typing and filing.
• Assists management office with clerical and receptionist duties when requested by Housing Manager.
• Where applicable and approved by Housing Manager, assists service providers by gathering information from callers to determine eligibility (examples: food shelf program, registration for child care, etc.)
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA
• Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

• Customer service techniques;
• Phone etiquette;
• General office policies and procedures.

Skills (position requirements at entry):

Skill in:

• Filing correspondence, and other documents;
• Basic skills in the use of computers and related software applications;
• Typing memos and correspondence;
• Using office equipment such as fax machines, telephones and copiers;
• Operating multiple phone lines and switchboards;
• Maintaining files and records;
• Working with persons with little or no English speaking skills, diverse cultures, ages, and persons with disabilities;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications (position requirements at entry):

Education: Ability to read and write English. Must be a current Public Housing resident or Housing Choice Voucher Programs Participant at time of hire.

Preferred Qualifications

Education: Graduation from high school or GED. Demonstrated experience working with ethnically, culturally and economically diverse populations.

Experience: 6 months or more relevant experience

Licensing Requirements (position requirements at entry):

None

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)