SUMMARY OF RESPONSIBILITIES

Serves as the first point of contact to the public as the agency’s receptionist and operates various office equipment. Performs a wide variety of routine to moderately difficult technical and administrative support functions for the Executive Director, Board of Commissioners, department managers, and staff. Examples of duties include; front desk public services and resource management; customer service, ensuring positive communication and resolution, including addressing customer complaints and providing appropriate solutions and alternatives; public interaction by telephone and in person; answering the phone and routing calls; data entry and records management; process incoming mail and distributing and/or processing forms; assisting the public to complete forms/applications, including photocopying documents; application entry and quality control; filing; entering work orders; collecting rent and payments; managing vendor files; entering annual/interim re-examinations; processing landlord rent increases; preparing and distributing board packets; performs related duties as assigned.

SUPERVISORY ACCOUNTABILITY

Reports to the Deputy Director and Executive Director

ESSENTIAL JOB FUNCTIONS

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

MAJOR RESPONSIBILITIES AND DUTIES IN ORDER OF IMPORTANCE

1. Provides front desk reception services to the general public, participants, tenants, landlords and community representatives.

2. Answer calls in a courteous and professional manner and routes incoming phone calls using a multiplex phone system.

3. Assist the public with information and forms, including photocopying documents.

4. Incoming mail distribution. Addresses, stamps, and bundles and ensures delivery of outgoing mail.

5. Maintains updated community wide resources and acts as an information source to other agencies and the public.

6. Types and distributes memos and/or correspondence.

7. Collects and receipts rents.

8. Generates accurate and detailed work orders based on information received from tenants and/or staff.

9. Compiles, seals, and files records and documents.

10. Prepares, assembles, and insures timely and correct distribution of agendas and packet materials for Board meetings.

11. Attends Board meetings, takes and transcribes minutes. Adheres to legal mandates and notice deadlines.

12. Sets up interviews and helps interviewees through the hiring and onboarding process.

13. Enters applications for multiple rental assistance programs and agency owned properties accurately and in an efficient manner.

14. Performs quality control software review on applications entered to ensure accurate application entry.

15. Creates waiting list files and files where appropriate.

16. Enters and/or processes Interim or Annual Re-certifications for current program participants and helps to update rent increases annually for BBN properties.

17. Pulls monthly annual recertification reports for all rental assistance programs, prepares recertification packets and mails to program participants.

18. Accurately and effectively transcribes messages from tenants and relays information to the Leasing Specialist.

19. Checks messages on front end phones multiple times a day and relays appropriate and accurate information to Housing Assets staff.

20. Creates and maintains vendor files and updates vendor information when necessary.

21. Responds to needs for service or equipment.

22. Professionally inquires if visitors have an appointment with staff before they disclose availability.

23. Other relatable duties as assigned.

KNOWOWLEDGE NECESSARY TO PERFORM THIS FUNCTION

1. Experience in customer service.

2. Knowledgeable with standard office practices and principles.

3. Principles and practices of routine filing and record-keeping.

4. Proper grammar, spelling, punctuation, good vocabulary and arithmetic.

5. Type 45 words per minute.

6. Principles and techniques of client management and understanding of client complaint process.

7. Familiarity with social service and administrative community programs.

ABILITIES NECESSARY TO PERFORM THIS FUNCTION

1. Strong customer service skills with the ability to use positive language with clear, concise communication, both orally and in writing.

2. Interact effectively, professionally and sensitively with a variety of individuals from diverse backgrounds.

3. Ability to prevent emotional escalation during interactions with the public, landlords, and tenants.

4. Deal tactfully with a variety of people under constantly changing circumstances using tact and diplomacy.

5. Proficient with Word based applications.

6. Ability to operate a computer terminal and other standard office equipment

7. Prepare and maintain accurate and complete records, reports, and files.

8. Apply concepts such as fractions, percentages, ratios and proportions to practical and situations.

9. Prioritize tasks and work under minimal direction.

10. Learn applicable Federal statutes, regulations and policies regarding HUD Public Housing and other assisted housing programs, fair housing, and the privacy act.

11. Learn applicable California landlord/tenant laws.

12. Organize work, set priorities and exercise sound independent judgment with established guidelines.

13. Understand and follow written and oral instructions accurately, consistently and with minimum of supervision

14. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing

situations and needs.

15. Understand and follow complex verbal and/or written instructions.

16. Understand the organization and operations of the Housing Authority and of outside agencies as necessary to performassigned responsibilities.

17. Participate in-group decision-making processes.

18. Read, analyze and interpret policies, procedures and government regulations.

19. Maintain accurate records and files.

20. Take and transcribe minutes.

21. Maintain reliable and consistent attendance.

SKILLS NECESSARY TO PERFORM THIS FUNCTION

1. Ability to respond courteously and effectively to a variety of clients from diverse backgrounds.

2. Communicating effectively with the public, landlords, tenants, and co-workers.

3. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimal direction

4. Applying logical thinking to solve problems or accomplish tasks.

5. Maintaining confidentiality.

6. Ability to take accurate minutes, prepare and distribute agendas within strict timelines.

7. Efficient data entry and application processing.

8. Performing a variety of clerical tasks with speed and accuracy.

9. Performing simple arithmetic calculations accurately.

10. Preparing accurate and concise correspondence and reports.

11. Interpreting agency policies and procedures.

12. Operating a variety of office machines and computers.

13. Understanding and implementing oral and written instructions.

14. Establishing and maintaining cooperative relationships with all those contacted in work.

EDUCATION REQUIRED

High School Diploma or GED.

EXPERIENCE REQUIRED

Six months experience in responsible, full time reception, clerical and/or secretarial work, or any combination of education, training, and experience, which provides the required knowledge, skills, and abilities to perform the essential functions of the position.

LICENSES AND CERTIFICATIONS

Must possess a valid California driver’s license, with a driving record acceptable to the Agency’s insurance carrier.

MATERIAL AND EQUIPMENT USED

General office equipment, computer, calculator, typewriter, fax machine.

ENVIRONMENT:

• Busy office environment; constant interruptions.
• While performing the essential functions of this position the employee is occasionally exposed to fumes or airborne particles, work near moving mechanical parts.

PHYSICAL REQUIREMENTS

When evaluating whether an individual meets these physical requirements, Community Development Commission will consider the availability of reasonable accommodation.

1. The employee is regularly required to reach with hands and arms.

2. The employee is regularly required to stand; walk;

3. The employee is regularly required to use hands to handle, feel or operate objects, tools, or controls.

4. The employee is regularly required to sit; climb or balance; stoop, kneel, crouch, or crawl, bend over at the waist, push, pull, climb stairs, and walk on uneven surfaces

5. The employee is regularly required to talk and hear.

6. The employee must occasionally lift and/or move up to 30 pounds.

7. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

8. The employee must have the ability to exchange information.

9. The employee must have the ability to read and comprehend a variety of materials.

10. The employee must have the ability to operate a computer keyboard.

11.The employee must have the ability to report to work on time, and maintain reliable and predictable attendance

11. The employee must have the ability to develop effective working relationships with co-workers and with members of the general public.

12. The employee must have the ability to drive an automobile.

COMPENSATION AND BENEFITS

Hourly range from $16.61 - $26.82. Starting wage will be based on the related qualifications of the individual selected. This is a non-exempt position. Comprehensive benefit package includes an allowance of $750* per month for medical, dental and vision insurance (dependent coverage available); CalPERS retirement 2% at age 62 (age 60 for qualifying classic members), option for deferred compensation 457(b) plan contributions, paid life insurance, 13* paid holidays, two* weeks starting vacation, three* weeks sick leave. (* Pro-rated for less than 40 hours per week.)

This position will be a minimum of 28 hours up to 30 hours per week. Total hours per week will be determined at hiring. Weekly work times will be Monday through Thursday from 9:00 a.m. to 5:00 p.m.

Job Type: Part-time

Pay: $16.61 - $26.82 per hour

Expected hours: 30 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 2 years

Shift:

• Day shift

Weekly day range:

• Monday to Friday

Work setting:

• In-person
• Office

Ability to Commute:

• Ukiah, CA 95482 (Required)

Ability to Relocate:

• Ukiah, CA 95482: Relocate before starting work (Preferred)

Work Location: In person