Job Description

Job Title: Housing Resource Specialist

FLSA Status: Non-Exempt

Reports To (Title): Director of Operations

Position Status: Part-time

Prepared By: Chief Executive Officer

Schedule: TBD

Rate : $18.00/hr.

Revision Date: May 2024

Job Summary:

Under general supervision of the Director of Operations, the Housing Resource Specialist performs front desk operations, providing a variety of administrative office support to assist in the efficiency of business operations. Provide all guests with superb customer service according to agency core values.

Essential Duties and Responsibilities and Expectations:

1. Customer Service

2. Phone Communication

3. Work Order Processing

4. Mail Processing

5. Miscellaneous Administrative Responsibilities

6. Ensure Organizational Excellence and Core Values are being practiced. Core Values: Respect, Diversity, Integrity, Public Trust, Empathy and Professionalism.

7. Strong Communication with diverse teams/departments

Customer Service Duties:

70 % of time

· Greet all guests and provide them with superb customer service.

· Notify staff when clients arrive for scheduled meetings.

· Schedule client meetings for staff as needed

· Answer client questions and all incoming calls. Document messages thoroughly.

· Redirect phone calls to the appropriate individuals.

· Document all walk-in lobby traffic.

Work Order Processing Duties:

5% of time

· Receive, submit, and communicate client and staff work order requests to the maintenance staff.

· Call-out all emergency work order requests in a timely manner.

Mail Processing Duties:

10% of time

· Accept all letters and packages and distribute them to the appropriate individual or department.

· Process outgoing mail, organizing and charging postage per department.

· Ensure all Certificate of Mailing letters are taken to the Post Office by the Executive Assistant, or other designated member of the Senior Management Team.

· Receive and notify our maintenance team of any deliveries

Miscellaneous Administrative Duties:

15% of time

. Open and close the front office according to regular business hours. Post signage of irregular business hours as needed.

· Prepare the front desk for daily business operations.

· Notify staff of any call-out absences. Update the vacation calendar accordingly.

· Ensure the front desk and office lobby are clean, organized, and equipped with all necessary supplies such as pens, forms, and paper.

· Monitor, organize, and forward electronic faxes to appropriate individuals.

· Scan all documents coming to the office.

· Assist the Director of Operations in supply inventory and ordering.

. All other duties as assigned

Minimum Qualifications (Experience/Education):

· Valid Montana Driver’s License or ability to obtain within 60 days of starting employment with HomeFront.

· High School Diploma or equivalent

· Experience working in an administrative office position desired.

· Two-years of customer service experience.

· Experience with multi-line telephone systems.

· Microsoft office suite proficiency.

Competencies or Knowledge, Skills and Abilities (KSA’s):

· Relate to and effectively work with low-income, elderly, and/or disabled persons in a professional and respectful manner.

· Provide good customer service and maximize customer satisfaction in the delivery of service.

· Work independently in a non-structured setting with minimal supervision.

· Manage time and tasks efficiently with limited supervision

· Work professionally with co-workers, residents, vendors, and the general public.

· Speak and understand English in spoken and written form.

· Develop letters, memoranda, reports, schedules using grammatically correct English.

· Strong attention to detail.

· Ability to multi-task effectively.

· Strong Conflict resolution skills

Physical Demands & Working Conditions:

Constant (67%-100%)

Frequent (34%-66%)

Occasional (1%-33%)

Manual dexterity (Right, Left, Both)

Sitting

Talking

Listening

Close & distant vision

Depth perception

Ability to adjust focus

Moderate noise

Walking

Standing

Reaching

Stoop, kneel, crouch, or crawl

Lift up to 10 pounds

HomeFront is an Equal Opportunity Employer. HomeFront does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

The above statements are intended to describe the general nature and level of work being performed by the individual assigned this position. This job description is not intended to be an exhaustive list of all responsibilities, duties and skills of the personnel in those positions(s).

I understand that HomeFront reserves the right to revise or change this job description as the need arises.

Job Type: Part-time

Pay: From $18.00 per hour

Benefits:

• Flexible schedule
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Day shift
• Monday to Friday

Ability to Commute:

• Billings, MT 59101 (Required)

Ability to Relocate:

• Billings, MT 59101: Relocate before starting work (Required)

Work Location: In person