Housing Specialist I
THOMASVILLE HOUSING AUTHORITY
JOB TITLE: RECEPTIONIST/ HOUSING SPECIALIST I
GENERAL STATEMENT OF JOB
Under regular supervision, performs routine secretarial and clerical work involved in the daily administration of the Authority's housing program. Performs related work as required. Ensures that any observation or general knowledge of non-compliance with Housing Authority policy is immediately reported to the Executive Director. Reports to the Housing Specialist II.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
- Answers the telephone and provides requested information and/or forwards calls to appropriate staff person; takes messages as needed. Greets and assists office visitors.
- Performs a wide variety of clerical duties such as typing correspondence, memorandums, and reports.
- Processes applications for admission through their entirety for Public Housing and Section 8.
- Stays familiar with the Admission and Occupancy policy of Low-Income Public Housing and Section 8 Programs and shall be especially familiar with those sections which deal with computing rent, reexamination requirements, interim rent adjustments rules, and those related to occupancy procedures.
- Keeps all residents/application information filed and in proper order so that it may be retrieved quickly. Shall keep all residents/applications files up to date and documented properly.
- Supplies the flow of all residents/applications determining beforehand that all such information has been thoroughly documented and verified before forwarding to the Housing Specialist II for verification.
- Assists the Housing Specialist II in the preparation of HUD and internal housing authority reports.
- Interviews housing program applicants; processes and completes applications for public housing and Section 8; verifies accuracy of applicant information by contacting outside agencies and employers; notifies applicants of acceptance or denial of application.
- Processes interim rent adjustments.
- Composes, types, processes, copies, files, mails and/or transmits a variety of documents, including routine correspondence, notices, requests for hearings, etc.
- Creates work orders and forwards to the Maintenance Department for services.
- Assists in mailing monthly rent statements and pest control notices.
- Reports any irregular conditions to the Housing Manager.
- Performs the duties of receptionist and telephone operator.
- Assists in any other duties that are required.
ADDITIONAL JOB FUNCTIONS
- Performs related duties as required.
MINIMUM TRAINING AND EXPERIENCE
Requires a high school diploma or GED equivalent supplemented by one to two years of general clerical or secretarial experience or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of machines and equipment, including a computer, telephone, calculator, and basic office equipment. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or direction from supervisor.
Language Ability: Requires ability to read a variety of policy and procedure manuals, computer manuals, etc. Requires the ability to enter data into the computer and prepare required correspondence, forms, records, etc. with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations. Requires the ability to learn and understand principles and techniques; to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational and cultural backgrounds.
Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape, and visually read various information.
Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.
Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).
Knowledge of Job: Is knowledgeable in the methods, policies and procedures of the Housing Authority pertaining to specific duties of the Housing Specialist / Receptionist. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has thorough knowledge of the organization of the Authority and of related departments and agencies. Has some knowledge of the philosophy and objectives of public housing. Has the ability to comprehend, interpret and apply regulations, procedures and related information. Has excellent clerical, secretarial and interpersonal skills. Has knowledge of modern office practices and equipment. Has knowledge of proper English usage, vocabulary, punctuation and spelling; has knowledge of basic mathematics. Is able to type accurately at a rate sufficient for the successful performance of assigned duties. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence. Is able to read and interpret various materials pertaining to the responsibilities of the job. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to use independent judgment in performing routine and non-routine tasks. Has the ability to plan, organize and prioritize daily assignments and work activities. Is able to offer assistance to fellow employees as necessary. Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Knows how to perform duties in a courteous manner and with the utmost integrity in the best interest of the public. Is capable of working under stressful conditions as required. Knows how to react calmly and quickly in emergency situations.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.
Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.
Relationships with Others: Shares knowledge with managers, supervisors, and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions, and complaints in order to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.