Program Assistant

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Position Summary

Under close supervision, the Program Assistant performs general clerical and administrative work. Work may include data entry, receiving and distributing materials, answering telephones, processing work orders, maintaining files and records, mailing verifications, customer follow-up, answering questions, and generating correspondence. Performance of the duties requires excellent clerical and administrative skills and a thorough knowledge of modern office equipment. Some functions of this position may change depending on the corresponding department needs.

Essential Job Functions

1. Responsible for providing clerical support to department staff, including answering incoming calls, routing calls, greeting visitors, answering questions from residents and work order processing.

2. May serve as the Authority's receptionist.

3. Maintains communication both oral and written with property owners and HCVP participants.

4. Receives and processes mail as requested by department staff.

5. Prepares correspondence, memoranda, agreements, reports, etc., as assigned which includes typing filing, data management, planning, organizing, and scheduling. Responsibilities may include receiving, distributing, computing, and managing maintenance work orders on a database.

6. Assists department staff in preparing, examining, checking, and verifying and program and statistical reports, work orders and resident files for completeness, accuracy, computation, and clarity.

7. While performing clerical duties, operates various standard office equipment such as computer terminals, typewriters, copy machines, calculators, postage meters, etc. Maintains maintenance records and instruction manuals on office equipment, schedules routine and emergency maintenance calls for office equipment.

8. May be responsible for requisition and inventory of office supplies.

9. Monitors unit vacancies including preparing move in and out reports.

10. Performs other duties as required including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

Behavioral Competencies

Client Services - Provides timely, courteous, and quality service to an individual whether internal or external by anticipating individual needs, following through on commitments, and ensuring that our clients have been heard.

Initiative - Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Professional Behavior - Exhibits positive, polite, courteous, honest, and conscientious behavior with all internal/external clients. Accepts responsibility for actions and adjusts behavior as appropriate.

Communication - Employee is clear, concise, and organized in all facets of communication to fully transfer understanding. Actively listens and ability to adapt messaging. Strives to communicate information with appropriate personnel in a timely manner.

Teamwork - Actively and collaboratively participates, despite personal differences, towards a common goal. Employee is open to new ideas and/or approaches. Employee is aware of changes that impact internal and external customers and effectively communicates the impact when working as a team.

Integrity - Employee is honest with oneself, coworkers, and clients. Stands up for what is right even in the face of opposition.

Safety Awareness - Employee is cognizant of his/her surroundings. Follows proper safety procedures and considers the safety of self and others. Identifies, communicates, and assists in the correction of any safety concerns where appropriate.

Reliability & Judgment - Employee demonstrates sound reasoning and critical thinking by making decisions in line with established Agency expectations. Performs work in a reliable manner that is both accurate and timely.

Required Knowledge and Abilities

1. Knowledge of local, state, and federal laws governing assisted housing programs, including resident selection, owner/resident regulations, leasing and eviction rules and regulations, maintenance policies, guidelines rules and regulations as well as the purpose, policies, administrative procedures and regulations of the Authority.

2. Knowledge of standard clerical procedures, including scheduling, mail distribution, and telephone etiquette.

3. Knowledge of modern office equipment including, copiers, personal computers, calculators, facsimile machines, etc.

4. Ability to present ideas in a clear and concise manner, both orally and in writing.

5. Ability to understand and follow written and oral instructions.

6. Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.

7. Ability to work effectively with customers and the general public.

8. Ability to maintain clerical records.

9. Ability to establish and maintain effective working relationships with co-workers, residents, HUD, and local, state, and federal officials.

10. Ability to type at a rate of 40 words per minute.

Minimum Education, Training and/or Experience

1. Graduation from a high school, vocational school, or equivalent.

2. A minimum of three - (3) years responsible clerical experience involving public contact.

3. An equivalent combination of education, training, and experience, which provides the required knowledge and abilities, may be substituted on a two for one basis.

Additional Requirements

1. Must be able to operate a variety of automated office machines including computers, copiers, printers, facsimile machines, telephones, etc.

2. Must be able to work, move, or carry objects or materials such as files, computer printouts, reports, calculators, office supplies, etc.

3. Must possess and maintain an applicable California Driver's License and a driving record acceptable to the Authority's insurance carrier. (Exceptions will be considered on a case-by- case basis.)

Job Type: Full-time

Pay: $3,750.00 - $4,558.00 per month

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person