Office Assistant/Receptionist

Portland Housing Authority (PHA) is looking to fill the Office Assistant II position which covers the Reception desk at the main office. This is a Teamster Union Local #340 position.

This position is a primarily front-facing position that handles walk-ins, phone calls, and mail distribution. They are the first point of contact and will address all basic waitlist, application, and affordable housing questions while providing a positive experience for our participants and remain compliant with PHA and HUD guidelines.

Office Assistant II - Job Description

DISTINGUISHING FEATURES OF WORK

Portland Housing Authority (PHA) is an equal opportunity employer. We are committed to creating an inclusive and diverse workplace and home for our staff, stakeholders, and the clients we serve. Our full anti-discrimination policy may be found on our website.

This position assists Supervisors, Property Managers and Housing Officers in the Section 8 and Public Housing Programs with a variety of clerical and programmatic tasks, with an emphasis on application intake, continued occupancy, and lease requirements, including but not limited to client interviews, preparing and maintaining client files, preparing reports, assisting residents with program eligibility, compliance and occupancy. Attention to detail, a high level of organization and multi-tasking are required.

EXAMPLES OF WORK (Illustrative Only)

• Conducts meetings and interviews with applicants and residents to gather information, explain program policies, procedures, rules and regulations.
• Prepares reports and memos as needed.
• Schedules appointments for the Housing Officer and Property Manager
• Schedules interpreter services as needed.
• Requests, tracks and reviews third-party verifications for eligibility and certification reviews.
• Prepares and maintains applicant and resident occupancy files.
• Maintains communication and correspondence with applicants and residents throughout application, lease-up and occupancy recertification processes.
• Assists Property Managers with tenant related occupancy and customer service tasks, and responds to daily inquiries as needed.
• Assists residents with rental payments, rental account inquiries and maintenance work orders.
• Assists with ordering and tracking supplies and for office.
• Other duties as assigned.

REQUIREMENTS OF WORK

• Knowledge of (or ability to learn) PHA administered housing programs, including HUD and PHA regulations, policies, practices and procedures.
• Ability to communicate both verbally and in writing in a clear and effective manner.
• Ability to interact with the public and clients from disadvantaged circumstances in a professional and courteous manner.
• Ability to respect client privacy and confidentiality.
• Ability to perform applicable mathematical computations with speed and accuracy.
• Ability to interpret and apply regulations and policies.
• Ability to research, compile and disseminate information from multiple sources in an organized and logical manner.
• Ability to accomplish assigned tasks using the Authority’s computer systems, must be proficient with PC, mainframe software applications, and Microsoft Office .
• Ability to follow written procedures and work without close supervision.
• Ability to operate standard business equipment.

DESIRABLE EXPERIENCE AND TRAINING

High school graduation required, post-secondary education preferred, experience and training in the administration of affordable housing programs and or rental property management preferred.

Pay: From $25.91 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• affordable housing or rental property administration: 1 year (Preferred)

Work Location: In person

Salary : $26