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.