GENERAL SUMMARY
Responsible for providing administrative support services as required for the Intake Department. The employee works with highly confidential and specialized information and must maintain the confidentiality of that information. Reports to the Supervisor.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Performs general office work and various administrative support functions.
• Receive telephone calls, routing them to the appropriate team member(s) utilizing good customer service skills and techniques.
• Receive, log, sort, and distribute forms, letters, and other documents that are mailed, hand-delivered and/or received by fax in the department. Check the Intake department fax machines regularly for documents and distributes them accordingly.
• Compose routine correspondence, including letters, memoranda, and reports.
• Maintain various systems, records, files, reports, and documents in an accurate and timely manner.
• Keep both Elite and HMIS system files accurate and up-to-date; make routine and complex computer data processing entries.
• Must be able to communicate effectively with other HHA employees and vendors.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Houston Housing Authority policies and procedures.
• Knowledge of customer service techniques.
• Knowledge of secretarial practices and procedures, business English, spelling, and punctuation.
• Skilled in operating a personal computer, telephone equipment, copy machine, fax machine, and other office equipment.
• Ability to establish and maintain effective working relationships with other employees, residents, and agents of the public and private social service agencies.
• Ability to read, write and perform mathematical calculations at a level commonly associated with completing high school or equivalent.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to communicate and relate to persons of diverse backgrounds and skills; establish and maintain effective working relationships with other employees and residents.
• Ability to efficiently and correctly operate standard business machines, understand and follow oral and written instructions, perform routine duties without close supervision, deal effectively with the public, and establish and maintain an effective working relationship with other employees and observe Houston Housing Authority protocol.
• Must be able to work in a high volume, fast-paced setting.

COMPLEXITY / SCOPE OF WORK

• The employee performs a variety of tasks that are primarily routine and repetitive. Other tasks such as those related to dealing with people may be more challenging to achieve because those require tact, sensitivity, comprehension, and compassion.
• The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate and/or prioritize tasks. Work must be accurate and precise.
• The employee performs routine duties by following established Houston Housing Authority policies and procedures and other guidelines such as Houston Housing Authority handbooks, desk references, and existing records. The guidelines cover most job-related situations, but the employee may occasionally be required to use independent judgment in making decisions.
• The employee deals with departmental records. The unauthorized disclosures of such information could result in embarrassment to the Housing Authority. The work affects numerous residents, visitors, and others seeking information or assistance.

GUIDELINES

• The employee receives work assignments from the Intake Department Supervisor.
• Priorities and time frames are usually established by the Intake Department Supervisor, who monitors the employee's work for thoroughness, effectiveness, and compliance with procedures and guidelines.

SUPERVISORY CONTROLS

• The employee has no supervisory responsibilities.

PERSONAL CONTACTS

• The employee has continuing contact with other Authority employees in all departments, residents, and the general public. Most communications are structured in nature, and the employee is expected to use customary tact and courtesy. Occasionally, a contact may be uncooperative or antagonistic, and the employee may be required to use above-average discretion and courtesy at such times. Failure to respond courteously and positively could adversely affect the public opinion of the Housing Authority.
• Such contact aims to provide information or assistance, obtain information needed by the Housing Authority, make appointments, arrange schedules, resolve complaints, and facilitate communications.

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PHYSICAL DEMANDS / WORK ENVIRONMENT

• Work is principally sedentary but may involve some physical exertion, such as kneeling or crouching to obtain files, eyestrain from working with computers and other office equipment, and some degree of stress resulting from continuing contact with employees and residents, and the public.
• Work involves the typical risks and discomforts associated with an office environment but is usually in an area that is adequately cooled, heated, lighted, and ventilated.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent and/or business school. Two (2) years experience equals one (1) year of business school.
• Ability to type 35 words per minute accurately. Basic bookkeeping, ability to use 10-key calculator, and computer data input. Ability to compose memorandum and letters.

• Valid Texas driver's license or obtain such within the first thirty (30) days of employment.
• Eligibility for coverage under Houston Housing Authority fleet auto insurance.

DISCLAIMER
The above statements describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Job Type: Full-time

Pay: $28,000.00 per year

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