Job Description

ESSENTIAL FUNCTIONS:

 Answers and directs phone calls, voice mail and e-mail; greets visitors, clients and staff; responds to general questions; refers inquiries as appropriate; takes messages; distributes forms and explains their completion; provides information on Authority programs and related referral services

 Updates and maintains filing systems, including confidential files; sets up new files; receives, pulls and files documents and records

 Types correspondence, reports, memos, forms and related materials with accuracy, completeness and in compliance with departmental procedures

 Inputs, updates, searches and retrieves data using spreadsheets, computer databases and various automated systems

 Operates a variety of standard office equipment such as a personal computer, typewriter, phone, fax, calculator, copier, scanner or other department specific equipment

 Opens, dates, screens, sorts, routes and processes mail

 Prepares information packets and packets of required forms; maintains client/public information, brochures and supplies

 Schedules appointments; maintains a calendar

 Schedules meetings and makes appropriate arrangements such as contacting participants, reserving rooms, and assembling materials and documents

 Performs dispatching duties

MINIMUM QUALIFICATIONS:

Graduation from high school or GED, one year of paid clerical experience;

An equivalent combination of education, training and experience will be considered.

KNOWLEDGE & ABILITIES:

Knowledge of: modern office methods, practices and procedures; basic record keeping, standard PC software and hardware including computer applications such as Microsoft Word, Excel, and other related programs and systems; customer service principles; operation of standard office equipment; proper format for typed material; business standard English usage, including grammar, punctuation and spelling.

Ability to: type at a rate of 40 net words per minute; perform general clerical work such as typing, filing and reception; learn the specific operations and procedures of the job;

proofread material for grammatical, numerical and clerical accuracy;

learn, understand, interpret, apply and explain departmental policies and HUD, federal, state and local government rules, regulations and laws pertaining to the work assigned;

learn computer skills and other new technology; file with accuracy; effective communication skills;

follow written and verbal instructions; interact courteously and professionally with a culturally diverse general public and with other Authority employees;

provide quality customer service to internal and external clients;

use discretion and good judgment in the handling of sensitive and confidential information;

prioritize and complete work in a timely manner despite frequent interruptions.

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