Receptionist

Job Description

DEFINITION:

Under direction, receives all incoming telephone calls, greets the public and is the “first contact” representation of the Authority. Provides public with a scripted (non-interpretative) information on Authority programs, assisted housing waiting list information, persons to contact within the agency on related matters and provides the public with similar information, as directed in a prompt, cheerful and pleasant manner. Takes oral and written messages, is accurate and thorough and transmits messages in a timely manner to addressee.

REPORTS TO: Public Housing/RAD Occupancy Manager

SUPERVISES: N/A

WORKS WITH: 1.) All Administrative Staff 2.) Maintenance Staff

EXAMPLES OF WORK:

Responsible for opening and closing the office building (ie. Switching lights on and off, unlocking front door, switching telephone service on and off). Receives and directs incoming calls. Receives and directs visitors. Distributes oral and written information, as directed. (Does not interpret policy or material provided). Types, copies, collates, staples, and distributes materials and letters as assigned. Maintains appointment lists of staff, as directed in order to assist clients with appointments. Enters work orders into computer software system. Responsible for assembly, distribution and computer entry of assisted housing applications.

Assist departmental staff in receiving bids packages. Receives and sorts incoming mail and is custodian of postage machine. Processes the distribution of assigned mail by US Postal

Service, UPS or Federal Express. Assembles assisted housing application packets.

Distributes assisted housing application packets, in person or by mail. Aids in the interpretation of Spanish/English or English/Spanish as needed.

Collects rent payments from property rent collection boxes, scans payments and maintains accurate custody of payments all the way through to the Finance Department.

REQUIREMENTS:

1. Minimum of high school diploma.

2. Ability to read, write, speak, and understand English sufficiently to perform the duties of this position and to communicate effectively both orally and in writing, using correct spelling and punctuation.

3. Bilingual (Spanish), required.

4. Ability to understand, remember, and carry out oral and written instructions, to learn quickly from oral and written explanations and from demonstrations, to take needed safety precautions in performing duties, and to take care of equipment, materials and supplies.

5. Ability to read and implement policy, regulations, and laws as they relate to rental housing management and assisted housing.

6. Ability to communicate with and work harmoniously and effectively with resident individuals of varied backgrounds.

7. Ability to prepare reports containing findings of fact, conclusions, and recommendations.

8. Willingness to attend periodic professional training seminars at the expense of the Authority.

9. Knowledge of HUD regulations and procedures governing eligibility for public housing.

10. Knowledge of problems involved in public housing management in the areas of tenant- management relationships.

11. Knowledge of accepted methods of information gathering, editing, and composition.

12. Knowledge of modern office methods, practices, and equipment used in the keeping of various records and files.

13. Ability to perform clerical tasks and data-entry machine tasks including the operation of a personal computer, ability to operate a computer-driven printer, ability to operate desk-top calculator, ability to use telephone, photocopy machine and similar machines found in the office. All equipment must be used with accuracy and dependability with care for equipment and protection of data stored.

14. Knowledge and use of standard office computer programs – i.e. Microsoft Office or equal, and knowledge to utilize programs in performance of duties.

15. Possess and maintain a valid New Jersey driver’s license and be willing to drive throughout the City of Vineland and surrounding areas daily in the performance of assigned duties.

16. Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made, because it would cause the employer undue hardship, such persons may not be eligible.

17. Knowledge of accepted methods and procedures to be used in establishing and maintaining a close working relationship with other housing and social service agencies for referrals.

Note: This job description does not include a complete description of all job duties.

Rather these are mere examples. Employees may not be limited to the specific examples listed above.

The “New Jersey First Act,” N.J.S.A. 52:14-7 (L. 2011, Chapter 70), requires new public employees to reside in the State of New Jersey within one (1) year of employment. The Vineland Housing Authority is an Equal Opportunity Employer and is committed to inclusive hiring and dedicated to diversity in our staff. We strongly encourage people from all groups and communities to apply.