JOB
Open Internally until May 27, 2024.Open Externally until June 3, 2024.CLASS TITLE: Administrative Support TechnicianPOSITION TITLE: ReceptionistACCOUNTABLE TO: Resident Services SupervisorDEPARTMENT: Resident ServicesBAND: AGRADE: 1SUBGRADE: 3FLSA STATUS: NON-EXEMPTClass 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 Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist, which is responsible for performing specialized activities related to the area assigned. Position Summary Incumbents are responsible for answering and directing calls; responding to the needs of walk-in clients; answering basic questions regarding procedures or services provided; providing routine information; retrieving messages; making copies; opening, sorting, date stamping and distributing mail; filing and creating applicant files; entering data into computerized tenant data system; logging and tracking processes; providing information to other departments; maintaining filing systems; receiving and processing a wide variety of forms and documents; picking-up and distributing inter-office mail; assisting with payment mailings; preparing packets.
EXAMPLE OF DUTIES
Answers telephones, acts as primary Receptionist; answers initial inquiries from tenants, the general public, and other agencies. Performs front desk and telephone duties as per the prescribed Rental Office procedures. Answers questions from the public on the telephone and in-person. Provides general information about PHA policies and procedures and directs inquiries to appropriate sources. Responds in an appropriate manner to visitors or clients who are angry, exhibiting symptoms of mental illness, and/or who are unable to communicate readily due to disabilities. Calls employees to let them know their client has arrived. Transfers phone calls to the appropriate individual.Percent of Time: 75%Essential Duty: YesPerforms applicable assigned office support functions for the Public Housing Rental Divisions as instructed. Such duties include, but are not limited to, stuffing envelopes, folding and mailing applications, open returned mail, mailing requested information, and other miscellaneous support function duties as assigned. Inventories office supplies and orders items according to established schedule. Receives and checks incoming orders noting any discrepancies. Distributes supplies. 10%YesTakes messages for callers/visitors that cannot be relayed/directed to the proper person. 10%YesReviews public housing applications for requited data.5% Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.On goingYesPerforms other duties of a similar nature or level.As required
SUPPLEMENTAL INFORMATION
Knowledge (position requirements at entry): Knowledge of: Customer service techniques and telephone etiquette.Basic record-keeping practices.Phone etiquette.Word Processing.English grammar and punctuation.General office policies and proceduresSkills (position requirements at entry): Skill in: Demonstrated proficient in using a computer and related software applications; specifically Microsoft Excel, Microsoft Word and Adobe Acrobat;Using computers and related software Receiving, reviewing and organizing applications, forms and other documents;Maintaining accurate files and records;• Working with persons with little or no English-speaking skills, diverse cultures and ages, and persons with multiple disabilitiesCommunication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.