Duties and Responsibilities:

Responsible for performing secretarial and clerical functions for the Facilities Management department. Responsibilities include handling the planned maintenance system, and inputting work orders and required information into the work order system. Responsibilities include, but are not limited to, the following:

1.Handles all work orders and work plans for the maintenance department; receives work requests by telephone or in writing; logs in work order and inputs into the work order system; assigns work orders to appropriate personnel as directed; receives work orders after the work has been completed and inputs labor and materials into the work order system.

2.Reviews work orders for accuracy, prepares and inputs tenant/vendor/employee feedback and information, to ensure timely work order completion and calculation.

3.Performs a wide variety of tasks such as typing, filing, answering the telephone, posting inventory records, recording work orders, assisting with maintenance processes, dispatching Maintenance staff, general department correspondence and resident notices.

4.Interface with vendors and tenants and ensure completion of work orders.

5.Reviews completed work orders making sure work has been performed and completed.

6.Maintains statistical data as needed.

7.Completes all company forms governing and documenting work order scheduling, completion and follow up.

8.Performs other duties as assigned.

Qualifications and Knowledge: 

1.Graduation from an accredited high school with two years of college or business school with course work in business, office management, or related field and two years of experience; or an equivalent combination of education and training which meets the required knowledge and abilities. Proficiency in Microsoft Office Suite is required.

2.Knowledge of the general operations and procedures of a housing authority.

3.Knowledge of maintaining financial records and budgets.

4.Knowledge of various federal regulations and policy on admissions and continued occupancy.

5.Knowledge of office practices, materials, equipment and procedures.

6.Knowledge of business English, spelling and arithmetic.

7.Knowledge of the laws, regulations and policies of the department.

8.Skill in the operation of a personal computer and various word processing and spreadsheet programs.

9.Skill in the operation of a typewriter, calculator and other business machines.

10.Ability to establish and maintain effective filing systems and clerical procedures.

11.Ability to understand and follow quickly and accurately written and oral instructions.

12.Ability to meet and deal with the public at all levels and to discuss problems and complaints tactfully, courteously and effectively.

13.Ability to establish and maintain effective and courteous working relationships with other employees, residents, and community agencies and other resources that provide services.

14.Knowledge of general office practices and procedures, business English and basic mathematics. 

15.Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with residents, management and other employees.

16.Ability to plan and prioritize duties.

17.Bondability.

18.Valid driver’s license, or must acquire one within 30 days of employment.

19.Eligibility to be covered under the Authority’s fleet auto insurance.

Supervision Received and Given:

Reports to Department Head and/or Asset Manager. This employee is responsible the products of the department. Employee receives both written and oral instructions. The incumbent of this job must be able to work independently, performing complex work in an accurate and timely manner without close supervision. The position entails balancing competing priorities.

Employee has no supervisory responsibilities.

Guidelines:

Most work is performed according to existing procedures or written guidelines, such as HUD regulations, handbooks, desk references or existing records. The employee will frequently be required to use independent judgment in making recommendations and decisions.

Complexity:

Incumbent performs multifaceted work requiring an understanding of HUD rules and requirements relative to the Public Housing program eligibility, income, rent, inspections and contract procedures. The employee must be able to handle interpersonal situations involving conflicts, with skill and professionalism.

Scope and Effect:

The employee works with the Department Heads, Executive Director, Public Housing residents and other employees. The employee’s work is essential to the successful operation of the Public Housing program. The employee’s efforts affect other employees and residents throughout the housing developments.

Personal Contacts:

The employee's contacts are primarily with residents and other agencies that provide assistance to the Public Housing program. Most contacts are structured in nature and the employee is expected to use normal tact and professional courtesy. The purpose of such contacts is to bring community services and tenant services to HAS’ residents, foster resident pride and participation, and provide various kinds of support and assistance for individual families.

Physical Demands:

Must be physically able to operate a variety of automated office machines, including computers, copiers, printers, facsimile machine, telephone, etc. Must be able to work, move or carry objects or materials, such as files, computer printouts, reports, calculator, pencils, legal pads, etc... In addition, may be required to push, pull and/or lift objects weighing up to and more than 25 pounds, such as boxes of canned food, tables or a resident who must be helped into and out of a vehicle.

Work Environment:

Work, involves the normal risks and discomforts associated with an office environment, but is usually in an area that is adequately heated, cooled, lighted and ventilated. The employee's work is performed both indoors and outdoors, and involves numerous visits to housing developments, residents' homes, the offices of other agencies, community centers and meeting halls. The employee may be exposed to weather extremes and to the usual hazards associated with housing developments. The employee may be required to work unusual hours.

Drug-Free Workplace:

All positions require pre-employment and post-employment random drug testing. Applicants selected for hire will receive a conditional offer of employment and sent for pre-employment drug testing.