Receptionist

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Position Overview

Under the supervision of the Regional Asset Management Director, greets the public, answers incoming phone calls and directs visitors to appropriate personnel, and performs other clerical and administrative duties as required. Performance of the duties requires excellent public relations and administrative skills. Additional hours may be necessary under special circumstances.

Duties and Responsibilities

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the work load. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.

1. Serves as the front desk receptionist; answers incoming phone calls and routes to proper destinations.

2. Assists walk-ins by answering general questions and directing further questions to proper department or staff person.

3. Accepts rent payments and issues receipts. Compile and prepare daily deposit for the programs. Complete monthly deposit summary. Reconcile all cash receipts before month end for Accountant.

4. Assist in routine filing duties as assigned by Executive Director or Administration staff.

5. Assist Public Housing Manager and Section 8 Manager in making sure that all tenant files are organized, signed and in order in classification folders.

6. Assist Intake Specialist with applicant documentation and managing waiting list(s); not limited to but including, developing and maintaining waiting list files/denied applications/update letters.

7. Keys in work orders, both incoming and complete.

8. Reports telephone equipment failure to appropriate personnel.

9. Assists the Executive Director/Regional Asset Management Director with mailings, board folders and general correspondence.

10. Performs proficient computer skills; copying and general correspondence.

11. Receives, separates and distributes mail to appropriate departments.

12. Orders office supplies.

13. Retrieves items from the drop box and distributes to appropriate departments.

14. Tracks all incoming and outgoing facsimiles.

15. Ensures copier and other office machines are in working order and well supplied.

16. Assists Executive Director in preparation of for the Board Meeting including notifying the news media and the commissioners of monthly board meetings and all other meeting dates and times.

17. Generates a periodic tenant newsletter.

18. Assists Accounting personnel as needed.

19. Assists with special projects as needed.

20. Performs other related duties as required.

Required Knowledge and Abilities

1. Working knowledge of office equipment including copiers, personal computers, calculators, facsimile machines, etc.

2. Ability to work with Microsoft Office products (Outlook, Word, & Excel).

3. Ability to present ideas in a clear concise manner both orally and written.

4. Ability to establish and maintain effective working relationships with co-workers and residents. The ability to communicate with people from a broad range of socio-economic backgrounds.

5. Ability to work in less than ideal conditions, e.g. noise and high traffic areas.

Performance Standards

Performance standards are provided to help facilitate the periodic evaluation of the degree to which the employee meets the requirements of the job. The performance standards below represent examples and are in no way all inclusive. The Authority reserves the right to add or change performance standards through a modification of the position description, a supplemental performance evaluation tool, or written or verbal communication between the employee and their supervisor or the PHA Regional Asset Management Director. Achieving the performance standards in no way guarantees a change in compensation and does not supersede or affect the at-will relationship between the employer and employee. Examples of performance standards for this position include, but are not limited to, the following:

1. Communications via mail, telephone call, or walk in client are handled efficiently.

2. Rent collection payments are recorded and managed properly.

3. Applications are received for both Public Housing and Section 8 and handled according to PHA policies.

4. All office equipment is in operational order at all times.

Minimum Education, Training, and/or Experience

This position requires a high school diploma or GED. At least three years’ experience in administrative support or any equivalent combination of education, training, and experience to meet the required knowledge, and abilities.

SPECIAL REQUIREMENTS

· Possession of a valid driver’s license.

· Must qualify for coverage under the Housing Authority's fidelity bond.

· Must successfully pass a drug and alcohol test.

· Must successfully pass a background check

· Professional References Required.

Physical Requirements

Level of manual dexterity sufficient to allow for operation of computer keyboard, telephone, facsimile machine, calculator and other office machinery. Ability to move, handle, or lift small objects around desk area, e.g. files, computer printouts and reports on a regular basis. Ability to move objects 40 pounds or less on an as needed basis (reams of paper and bulk office supplies).

Job Type: Full-time

Benefits:

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

Schedule:

• No weekends

Work Location: In person