Summary

The primary purpose of this position is to assist the Housing Specialists with organizing program participant files to ensure their easy retrieval. This includes using a check list to facilitate organizing and verifying appropriate file contents. Relieves administrative staff while on lunch by responding to program inquiries over the phone or in person. Directs visitors accordingly.

All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives.

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.

• Organizes  program  participant  files  according  to  checklist. Identifies and advises Housing Specialist of missing documentation as appropriate.

• Audits the master file for missing files.

• Track files and materials removed from files in order to ensure that borrowed files are returned.

• Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.

• Find and retrieve information from files in response to requests from authorized users.

• Scan or read incoming materials in order to determine how and where they should be classified, delivered, or filed.

• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

• Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.

• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.

• Gather materials to be filed from departments and employees.

• Maintain an indexed record of the location of the files in some electronic system for easy access of the information

• Perform periodic inspections of materials and files in order to ensure correct placement, legibility, and proper condition.
  

• Make changes to the existing file management system to match the current requirements of  the agency

• Prepares and collects sign-in sheet each day.

• Provides customer service to all external and internal customers, person-to-person or via telephone; assists clients with sign-in, application information, and inquiries.

• Monitors and maintains application booklets, site selection sheets, reasonable accommodation request forms, and all other necessary forms required for use at the front desk at all times, and communicates with proper personnel when more are needed.

• Prepares mailings for department and staff, as directed.

• Maintains, monitors, and controls reception / lobby area continuously, ensuring that rules are followed and the area is kept neat, safe, and orderly.

• Operates various office equipment, including printer, copier, and fax machine.

• Performs other duties as assigned.

Education and/or Experience

High School Diploma required and a minimum of 1-2 years professional experience in a clerical or customer service role. An equivalent combination of education and experience may be considered. Must possess a valid driver’s license and be insurable under the Authority’s plan.

Technical Skills

To perform this job successfully, the employee should have computer literacy in Microsoft Office Products (MS Word, Excel, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

The employee must receive a “Pass” rating on all trainings/examinations required for the employee (as identified by the HR Director, HCV Director or designee).

• Probationary Period: Trainings/examinations required during probationary period must be successfully completed having received a “Pass” rating prior to the end of the probationary period. If the employee does not receive a “Pass” rating on the first attempt, they may be afforded one additional attempt to receive a “Pass” rating. Failure to receive a “Pass” rating for any training may result in employment separation.

• General Trainings: Trainings/examinations identified as required during employment at HACP must be completed successfully with a “Pass” rating. The employee must receive a “Pass” rating on any training/examination taken within six (6) months of the training. Failure to receive a “Pass” rating for any training may result in employment separation.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office. The employee must be able to communicate via email and verbally via telephone. The employee must transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees must have access to 24 hour reliable internet service. Employees must also have reliable transportation to and from work, as well as, to get to and from multiple HACP locations based on business needs and assignments