What are the responsibilities and job description for the Administrative Clerk position at Rockford Housing Authority?
Primary Responsibilities
The Administrative Clerk is an entry level position in which the incumbent will perform a variety of clerical support duties in assisting the department. The incumbent keeps records on incoming calls and visitors, closes work orders, answers telephone, and generally communicates with all levels. This position requires accuracy, thoroughness, and the use of good judgment in addition to delivering excellent customer service.
Essential Duties
The Administrative Clerk is an entry level position in which the incumbent will perform a variety of clerical support duties in assisting the department. The incumbent keeps records on incoming calls and visitors, closes work orders, answers telephone, and generally communicates with all levels. This position requires accuracy, thoroughness, and the use of good judgment in addition to delivering excellent customer service.
Essential Duties
- Maintains courteous communication with residents, applicants, and general public. Answers telephone and greets visitors pleasantly and professionally. Directs calls appropriately.
- Ability to use basic office equipment such as telephones, fax, copier and computer. Must be able to enter and close maintenance work orders.
- Provides clerical support to Property Manager or Assistant Manager in processing vacant units, work orders, and purchase orders. Prepares and delivers resident notices, letters and postings (not including legal notices). Prepares inspection reports.
- Audits resident files for proper file set-up and maintains the filing system, accurately filing all corresponding paperwork.
- Responsible for the upkeep of housing applications and monitors waitlist.
- Maintains and distribute reports, verifications, eligibility interview letters, and re-examination appointment letters.
- Maintains inventory of office supplies for development office.
- Obtains information necessary to process and coordinate procedures required by HUD and Asset Management Professionals.
- Assists residents with concerns.
- Accepts incoming service requests for all RHA sites.
- Dispatches service requests to Maintenance staff for all sites according to priorities.
- Responsible for immediately notifying supervisors of all emergency calls such as fires, major high pressure water breaks, gas leaks, etc.
- Responsible for knowing work locations of Maintenance staff.
- Must stay abreast of all work projects, such as modernization, extraordinary maintenance, etc. being conducted by supervisors.
- Responsible for mileage sheets/reports and retrieving information for mileage of all RHA vehicles.
- Responsible for receiving and retaining gas receipts from Maintenance staff and retaining a report on such.
- Responsible for retaining a vehicle file/report.