RECEPTIONIST ITHACA HOUSING AUTHORITY

RECEPTIONIST

Ithaca Housing Authority – 800 S. Plain St., Ithaca, NY
Full-time
Starting annual salary range - $44,720 - $45,760/year



Application will be accepted until position is filled.

Excellent benefits including affordable health, dental and vision insurance, NYS Deferred
Compensation Program, NYS Retirement System, and generous paid leave. Civil Service position.
EOE.


DISTINGUISHING FEATURES OF THE CLASS: This position serves as the first point of contact
with an agency or department and involves extensive face-to-face and telephone contact with the
public. The work involves responsibility for the performance of routine clerical work and office
functions determined essential to the efficient and economical function of the agency, including the
use of a multiple phone line telephone console, answering and transferring calls to extension
connections, and greeting the public. Incumbents screen all incoming requests for information
either in person or by telephone, and provide routine information or direct requests to proper staff
members. Additionally, employees in this class perform related clerical tasks such as taking
messages, sending and receiving faxes, pulling appropriate files, and accepting registrations,
applications and fees for programs. The work is performed under direct supervision and in
accordance with a prescribed routine outlined by an administrative level supervisor. Supervision
over the work of others is not a responsibility of employees in this class. Does related work as
required.

TYPICAL WORK ACTIVITIES:

Greets and receives visitors, directs them to desired office or location, provides requested

information or makes appropriate referrals to staff members of the assigned department;
Answers telephone calls at reception desk, makes transfer connections to appropriate offices, takes

messages, and checks voicemails;
Checks multiple drop boxes several times per day;
Monitors sign-in/sign-out book for clients and visitors;
Receives rent payments and applies them to appropriate tenant’s account using accounting

software;
Take rents and other payments to the bank on a daily basis;
Uses basic office equipment such as switchboard, postage meter, facsimile machine, computer and

copier;
Uses standard office software such as Microsoft Office Suite;
Reports tenant service calls to maintenance staff;
Reminds tenants and participants of inspection appointments; prepares and distributes inspection

notices and reports;
Prepares and assembles tenant and landlord notices, letters, and postings;
Delivers correspondence to Titus Towers tenants, when needed;
Travels to local store monthly to purchase various supplies;
Receives, sorts and date stamps all incoming mail and distributes to staff;
Addresses, applies postage, and mails correspondence; delivers mail to post office if necessary;
Collects and maintains updated pet and parking information from tenants and provides follow-up for

missing or outdated information;
Prepares a monthly newsletter to tenants;
Monitors and replenishes various client information material as well as office material and supplies;

Maintains an organized, detailed and clutter-free office, including sanitizing the workstation;
Provides general program information to the public;
Accepts registrations, applications and fees related to program activities;
Pulls materials from files and makes file searches;
Reproduces and collates materials and documents;
Maintains basic account records and maintains a structured filing system;
Maintains pamphlets, brochures and related materials for the public;
Enters program information into a computerized database or similar electronic record;
Responds to general clerical needs and assignments from appropriate staff.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS:
Good knowledge of modern office terminology, procedures and equipment; working knowledge of
common office software programs, including word processing, spreadsheet and database programs;
working knowledge of the English language, including the ability to alphabetize, spell correctly and
use appropriate grammar and punctuation; skill in the operation of a multiple phone line telephone
console; excellent customer service skills, both in person and on the phone; ability to deal effectively
with the public; ability to greet visitors in a professional and welcoming manner and provide
requested information; ability to organize and maintain accurate records and files; ability to operate
an alphanumeric keyboard; ability to multi-task effectively; ability to refer visitors to appropriate staff
member after ascertaining their needs; ability to communicate effectively, both orally and in writing;
ability to understand and follow oral and written instructions; ability to hear well and speak distinctly;
ability to receive and record payments accurately; ability to operate modern office equipment
including fax and copy equipment; ability to successfully work with and serve a diverse local
community; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of a high school
equivalency diploma.

SPECIAL REQUIREMENT: Possession of a valid New York State Class D driver license or a valid
driver license equivalent to a New York State Class D driver license at the time of appointment and
maintenance of said license for the duration of employment.