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Office Services Associate
Ref No.: 18-11639
Location: Annapolis, Maryland
Position Type:Contract
Start Date: 10/01/2018
Position Description We are in need of an Office Assistant who can start working as soon as possible. The hourly pay is $15, Monday – Friday 8:00am – 4:30 pm for 60 days. Selected candidate must commit to the duration of the assignment. Make sure they are aware and agree prior to submitting The primary purpose of this position is to perform responsible administrative work in support of HACA housing program operations. The incumbent receives, processes, and coordinates work orders from residents and Authority staff; receives and makes business telephone calls; maintains files; and prepares reports as required. 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 clerical and administrative support to housing operations staff, including recordkeeping, document generation, data tracking, telephoning, mailing, and filing as assigned; ? Responds to requests in a prompt and courteous manner; identifies administrative needs of the department and develops appropriate solutions and/or recommendations. ? Provides customer service to applicants, property owners, and their agents; answers incoming calls; responds to inquiries regarding program information, the admissions process and HCV programs. ? Reviews application status and rent payments; and escalates matters as needed. ? Establishes and maintains filing system and clerical procedures for intake and re-certification activities; keeps the system and files up-to-date and accurate at all times. ? Maintains initial eligibility interview schedules, notifies applicants of rescheduled appointments, and documents applicant records and activities. ? Pre-pare briefings folders for new applicants. Prepares appropriate paperwork for issuance. ? Prepares correspondence and proof-read documents to ensure proper formatting and grammar. ? Prepares status reports regarding initial eligibility/ineligibility outcomes and briefing attendance. ? Receives and directs all incoming telephone calls, places key outgoing calls; forwards detailed information to supervisor for an immediate response. ? Compiles and distributes pertinent information to housing operations staff and assists supervisor as required. ? Performs clerical duties such as filing, typing correspondence, preparing mailings, and scheduling meetings. ? Completes preparatory work for scheduled meetings, including word processing and preparation of graphs, spreadsheets, and reports. ? Maintains departmental correspondence, files, and records. Composes correspondence, reports, and statistical records. Assists departmental staff in assembling and editing reports and informational materials. ? Monitors front desk and reception area of Authority’s Housing Operations office. Maintains positive resident communications and relations, including answering phone calls and receiving walk-in visitors to office; receives and responds to inquiries (telephone and in-person) from applicants, residents, landlords, and community organizations when appropriate ? Performs other related duties as assigned.
Skills Required ? Knowledge of federal, state, and local laws, rules, and regulations, as well as HACA policies and procedures pertaining to housing operations. ? Knowledge of the operation of the Authority’s computer system and applicable software ? Skill in the operation of commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications. ? Skill in effectively scheduling appointments and prioritizing multiple tasks as required. ? Skill in customer service and resident relations. ? Ability to prepare clear, concise reports and to ensure compliant documentation of files. ? Ability to use basic office equipment such as telephone, fax, copier, and computer ? Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing. ? Ability to perform program-required computations with speed and accuracy. ? Ability to maintain composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful, and professional manner with clients/customers, coworkers, supervisors, subordinates, and the general public. 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 Agency. Uses appropriate judgment & decision making in accordance with level of responsibility. Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers. Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. 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. Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
Skills Preferred
Experience Required At least (1) year of providing clerical experience in a property management setting. Strong filing and communication skills required! An equivalent combination of education and experience may be considered.
Experience Preferred
Education Required High school diploma, GED, or vocational school equivalent required
Education Preferred
Additional Information To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.