JOB TITLE: Full Time Front Desk Receptionist/General Administrative Assistant
FLSA: Non-Exempt
REPORTS TO: Housing Choice Voucher Manager
SUPERVISION EXERCISED: None
STATUS: Full Time
JOB PURPOSE: The Front Desk Receptionist/General Administrative Assistant is responsible for providing a point of contact for walk-in traffic, incoming telephone calls, and supporting/providing a superior level of customer service for clients, staff, and visitors.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Answer multi-line phone system and direct calls to appropriate department or staff member.
2. Greet and direct persons via in person, over the phone and / or outlook email to proper department or individual staff and assure waiting clients are served.
3. Open daily mail and distribute to appropriate person’s mailbox, and / or scan to their email address.
4. Provide accurate information regarding application procedures and waiting lists, to both callers and walk-in clients; providing applications to potential clients either in person or by mail, and reviewing completed applications and copying verifications presented with applications for the file. Assist tenants in all housing programs with questions and concerns and direct them to appropriate personnel.
5. Follow procedure when entering work orders as requested by the tenant; follow procedure with rent collection/other charges on tenant account, via phone, mailings, and issue receipts for all properties.
6. Provide notifications in a timely manner to the staff in various departments for their appointments and / or in person meetings.
7. Maintain a professional, courteous and personable demeanor at all times.
8. Provide polite customer services externally to all visitors and other employees at all time.
9. Performs other routine and clerical assignments including filing, copying, faxing, scanning, e-mailing, and typing.
10. Maintain and issue prox tag to tenants and keep records of tags issued/; issue parking permits; reserve community room per tenant council and tenant requests as needed.
11. Collect rent/other charges in person, via phone, mailings, and issue receipts for all properties.
12. Perform office open and close-down office procedures.
13. Complies with HUD and OHA regulations for all programs.
14. Perform other related duties that promote the OHA mission and as assigned by supervisor.
15. Maintain reception area, clean, organized and presentable, perform any and all assigned work duties with highest confidentiality.
MINIMUM REQUIREMENTS
Education: Graduate of a High School or GED Equivalent.
Experience: Two (2) years of practical work experience in office setting, receptionist or administrative assistant or any other direct customer service care position; experience in the use of computer, including but not limited to, Microsoft Office (Word, Excel, Internet and Outlook);
Valid driver's license and proof of automobile insurance coverage. Must pass criminal background investigation and driving record review.
KNOWLEDGE, SKILLS AND ABILITIES
· Working knowledge of word processing and spreadsheets, modern office practices, procedures and equipment.
· Ability to perform a variety of clerical work requiring exercise of independent judgment.
· Ability to work in fast paced work environment and prioritize work assignments.
· Must have professional appearance and courteous manner; be personable, tactful and able to deal effectively and sensitively will all levels of staff and the public, including people of different social, economic, and ethnic backgrounds.
· Ability to establish positive working relationships with co-workers, supervisors, clients, officials, other agencies and the general public, sufficient to exchange or convey information and to receive work direction.
· Must exercise good judgment in providing excellent customer services/ confidentiality and integrity of sensitive information.
· Ability to learn housing authority software.
· Ability to communicate clearly with staff and establish positive working relationships with co-workers, agencies and the public.
Equipment operated: Telephone, typewriter, copier, fax machine, calculator, computer and related software.
A. Show a demonstrated interest in OHA’s mission.
B. Adhere to OHA’s Personnel Policy and with OSHA and work safety practices.
C. May perform other duties as assigned and promote the OHA mission.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Work Environment
This position works within an office environment but occasionally requires working in a public housing environment and construction environments in all weather conditions (hot, cold, humid, dry and wet).
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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel; and reach with hands and arms. The employee is required to perform sedentary work, exerting or lifting to 20 pounds occasionally.
Position Type/Expected Hours of Work
This is a full-time 40 hour position per week. Regular hours of work and days are Monday through Friday, 8:00 AM to 4:30 PM.
Travel
Travel is primarily local during the business day such as post office to drop off mail.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change by OHA management to fit the Mission of the OHA.
Competencies and Characteristics of a Successful Office Holder:
· Adheres with the rules and standards set by the Mission of the OHA and federal, state and local laws for housing authorities.
· Committed to the understanding of client needs and successfully applying them to OHA programs and project development.
· Can be counted on to exceed goals successfully; mission-driven, bottom-line oriented; steadfastly pushes self and others for results.
· Creates a climate in which people want to do their best; can motivate many kinds of direct reports and team members; empowers others; invites input from each person and shares ownership and vision; makes everyone feel his/her work is important; is someone people like working with and for.
: Develops strong external loyalty to the mission of the organization.
Job Type: Full-time
Work Location: In person
