Clerical Specialist

Lucas Metropolitan Housing•Toledo, OH

About The Position

The primary purpose of this position is to provide clerical assistance to staff of the Housing Choice Voucher Programs (HCVP) Department and to provide front-line customer service to HCVP clients and landlords. The incumbent may receive emails, phone calls and/or in-person inquiries to the HCVP office. All activities must support Lucas Metropolitan Housing Authority (“LMHA” or “Authority”) mission, strategic goals, and objectives.

Requirements

High School Diploma or GED.
Minimum of 2 years of office or general clerical experience.
Must meet all pre-employment/promotional job-related testing standards.
Must possess a valid Ohio or Michigan driver’s license and be insurable under the Authority’s plan.
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook).
Must have satisfactory knowledge of operation of the Public Housing Database Management System.
Must have the ability to learn other computer software programs as required by assigned tasks and be able to adapt to change in performance requirements based on technology.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.
Office environment. The noise level in the work environment is usually moderate. Must be able to work efficiently in an atmosphere of frequent interruption.

Nice To Haves

Associate degree preferred with completion of coursework in Office Administration, or related discipline.

Responsibilities

Receives and documents receipt of Request for Tenancy Approvals submitted by new applicants and existing clients, reviewing for completeness and accuracy; receives Notice of Lease Terminations from existing clients, reviewing for completeness and accuracy.
Performs Rent Reasonable study of requested contract rents on Request for Tenancy Approvals; negotiates contract rent as needed; verifies real estate taxes are current for perspective units and owners / landlords who are in good standing with HCV program.
Completes HCV worksheet for each Request for Tenancy Approval; notifies new applicant / existing client and landlord of results.
Responds to inquiries/responses received from landlords and program clients regarding Requests for Tenancy Approvals.
Performs data entry of Request for Tenancy Approvals in computer software, requesting any necessary documents needed; monitors Requests for Tenancy Approvals to be closed out within 30 days.
Performs data entry of utilities associated with Request for Tenancy Approval in computer software and completes appropriate utility allowance worksheet for the new applicant / existing client’s file.
Schedules Request for Tenancy Approval (RFTA) unit inspections and re-inspections; schedules all additional re-inspections to include, annuals, complaints, 24-hour, and abatement; reviews results of all inspections using the Authority’s computer programs ensuring data is tracked accurately; generates correspondence relating to adverse actions from unit inspection results and ensures that all paperwork contains all relevant data.
Monitors tenant responses of generated correspondence and acts accordingly within given time frame(s) for accepted units, cancelled units, informal hearings and required moves.
Monitors and updates appropriate Payment Holds / Abatements.
Submits necessary documents required for informal hearings and serves as LMHA representative during informal hearing.
Completes End of Participations in computer software when necessary.
Drafts office correspondence such as letters, forms, reports, and other materials.
Prepares specialized reports for maintaining records or tracking purposes, as requested.
Serves as a back-up to the Clerical Specialist (Receptionist) and Clerical Specialist (Customer Service Representative), duties to include, directing office visitors or providing routine information to the public, answering a multi-telephone line and distributing mail.
Assists HCVP staff with clerical / secretarial duties and to either provide or collect information from our applicants, clients or landlords, as needed.
Meets all job safety requirements and all applicable OSHA/PERRP safety standards that pertain to essential functions and maintains licenses and certifications as required.
Performs other duties as assigned.