What are the responsibilities and job description for the Document Specialist position at Fort Worth Housing Solutions?
SUMMARY:
Under the direction of the Housing Manager, the Document Specialist is responsible for receiving department calls, people and performing clerical work in the assigned department. The Document Specialist position will perform some or all of the specific duties listed below.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
Screens calls using tact and diplomacy; accurately refers calls to other Agency resources; takes accurate phone messages and directs callers to voice mail when appropriate.
Greets incoming visitors and clients, determine the nature of their business, and direct them to appropriate staff.
Arranges for landlords and participants to sign contracts and makes copies for participants and Assisted Housing (AH) Counselors.
Schedules hearings that include participants, Hearing Officers, and arrangements for meeting room.
Works closely with Hearing Officer to follow up on hearings for data, status update and ending with completion of sending hearing results to required participants.
Assists Counselors with Housing Assistance Program (HAP) register reconciliation.
Sends notices of rent changes to participants and landlords.
Delivers information provided by applicants, participants, or owners to appropriate management level.
Sends notices to applicants on waiting list to visit Authority’s office to update application form or for eligibility interview.
Logs and distributes mail, messages.
Prepares briefing packets, owner information or reexamination packets.
Reconciles Repayment Agreements Report monthly, refers delinquent accounts to AH Counselor for appropriate action.
Responds to applicants or other interested parties regarding program information, waiting list information, and other similar inquiries. Receives and reviews request for inspections.
Maintains all files for assigned department to include voucher clients and inspections.
Scan and maintain documents for Document Management System.
Makes copies of materials as directed.
Types contracts, reports, forms, and correspondence.
Processes PASSED initial inspections.
Other duties as assigned.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION, LICENSES, AND CERTIFICATIONS
High School diploma or equivalent required.
One (1) years of general clerical experience, or an equivalent combination of education and experience.
Must possess a valid Texas Driver’s License and have a clean driving record (fewer than 3 moving violations in the last 3-year period) and must maintain licensure and clean driving record for the duration of employment.
Must be eligible to be insured under FWHS’s fleet insurance policy.
SKILLS AND EXPERIENCE:
Knowledge of general office practices and procedures, business English and basic mathematics.
Proficient typing/word processing (minimum of 35 WPM), file maintenance, and 10-key skills.
Working knowledge of personal computer applications and software to develop spreadsheets, databases to include Microsoft Suite (word, excel, PowerPoint).
Ability to meet established deadlines.
Ability to understand and follow moderately complex written and oral instructions.
Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords and other employees.
Ability to plan and prioritize duties.
Knowledge of spoken and written Spanish preferred but not required
OTHER REQUIRED QUALIFICATIONS:
Employee must consent to and pass a drug screen and criminal background check.
TECHNICAL SKILLS:
To perform this job successfully, an individual should have average abilities using computer software such as Microsoft Word, Excel, and Outlook, able to gain proficiency quickly in Microsoft 365 programs, including Teams, and be capable of using internet resources for research and developing reports.
Ability to learn other computer software programs as required by assigned tasks.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, stand, walk, operate a computer and other office equipment, attend onsite and offsite meetings, and communicate in writing and verbally in person and via video conference, email, and phone.
While the work is primarily sedentary, walking, standing, bending, and carrying of items such as binders, files, and documents is required. The employee must occasionally lift and/or move up to 25 pounds.
The noise level in the work environment is usually quiet.
TELEWORK:
This position is not eligible for teleworking, due to the need for physical attendance to perform the essential functions of the position.
Under the direction of the Housing Manager, the Document Specialist is responsible for receiving department calls, people and performing clerical work in the assigned department. The Document Specialist position will perform some or all of the specific duties listed below.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
Screens calls using tact and diplomacy; accurately refers calls to other Agency resources; takes accurate phone messages and directs callers to voice mail when appropriate.
Greets incoming visitors and clients, determine the nature of their business, and direct them to appropriate staff.
Arranges for landlords and participants to sign contracts and makes copies for participants and Assisted Housing (AH) Counselors.
Schedules hearings that include participants, Hearing Officers, and arrangements for meeting room.
Works closely with Hearing Officer to follow up on hearings for data, status update and ending with completion of sending hearing results to required participants.
Assists Counselors with Housing Assistance Program (HAP) register reconciliation.
Sends notices of rent changes to participants and landlords.
Delivers information provided by applicants, participants, or owners to appropriate management level.
Sends notices to applicants on waiting list to visit Authority’s office to update application form or for eligibility interview.
Logs and distributes mail, messages.
Prepares briefing packets, owner information or reexamination packets.
Reconciles Repayment Agreements Report monthly, refers delinquent accounts to AH Counselor for appropriate action.
Responds to applicants or other interested parties regarding program information, waiting list information, and other similar inquiries. Receives and reviews request for inspections.
Maintains all files for assigned department to include voucher clients and inspections.
Scan and maintain documents for Document Management System.
Makes copies of materials as directed.
Types contracts, reports, forms, and correspondence.
Processes PASSED initial inspections.
Other duties as assigned.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION, LICENSES, AND CERTIFICATIONS
High School diploma or equivalent required.
One (1) years of general clerical experience, or an equivalent combination of education and experience.
Must possess a valid Texas Driver’s License and have a clean driving record (fewer than 3 moving violations in the last 3-year period) and must maintain licensure and clean driving record for the duration of employment.
Must be eligible to be insured under FWHS’s fleet insurance policy.
SKILLS AND EXPERIENCE:
Knowledge of general office practices and procedures, business English and basic mathematics.
Proficient typing/word processing (minimum of 35 WPM), file maintenance, and 10-key skills.
Working knowledge of personal computer applications and software to develop spreadsheets, databases to include Microsoft Suite (word, excel, PowerPoint).
Ability to meet established deadlines.
Ability to understand and follow moderately complex written and oral instructions.
Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords and other employees.
Ability to plan and prioritize duties.
Knowledge of spoken and written Spanish preferred but not required
OTHER REQUIRED QUALIFICATIONS:
Employee must consent to and pass a drug screen and criminal background check.
TECHNICAL SKILLS:
To perform this job successfully, an individual should have average abilities using computer software such as Microsoft Word, Excel, and Outlook, able to gain proficiency quickly in Microsoft 365 programs, including Teams, and be capable of using internet resources for research and developing reports.
Ability to learn other computer software programs as required by assigned tasks.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, stand, walk, operate a computer and other office equipment, attend onsite and offsite meetings, and communicate in writing and verbally in person and via video conference, email, and phone.
While the work is primarily sedentary, walking, standing, bending, and carrying of items such as binders, files, and documents is required. The employee must occasionally lift and/or move up to 25 pounds.
The noise level in the work environment is usually quiet.
TELEWORK:
This position is not eligible for teleworking, due to the need for physical attendance to perform the essential functions of the position.