Housing Specialist

City of Cleveland Heights•Ohio 44118, OH

About The Position

The City of Cleveland Heights is seeking a Housing Specialist/Office Assistant to provide receptionist, customer service, scheduling, and clerical support for the Housing Department. The position assists residents, property owners, and other customers; schedules inspections; maintains accurate records; and supports complaint and inspection processing. The role requires clear and courteous communication, effective public and coworker interaction, accurate data entry, organized record management, and the ability to manage competing priorities. The specialist uses computers, email, scheduling systems, and standard office software, follows procedures, protects confidential information, and learns the department’s case-management system. Customer service, receptionist, scheduling, and clerical experience are relevant.

Requirements

High school diploma or GED.
Two years of previous clerical experience or customer service experience.
Good verbal communication skills.
Computer experience, including Microsoft Office and Outlook (for example, Word).
Ability to communicate clearly and courteously and work effectively with the public and coworkers.
Ability to enter information accurately, organize records, and manage competing priorities.
Ability to use computers, email, scheduling systems, and standard office software.
Ability to follow procedures, protect confidential information, and learn the department’s case-management system.

Nice To Haves

Associate degree.
Experience working with diverse populations.
Experience with Citizenserve Software.

Responsibilities

Greet visitors, answer telephone calls, provide general information, and direct customers to appropriate staff or City services.
Schedule inspection appointments; confirm property addresses, customer contact information, and access arrangements; and record relevant property history and case notes.
Prepare and distribute daily inspection schedules and associated files to inspectors.
Record approved appointment changes and notify affected staff and customers.
Enter appointments, new Point of Sale applications, and extension requests, and route submissions to the appropriate staff member for processing or approval.
Maintain records and perform data entry for Complaints, Interior and Exterior Systematics, and Exterior inspections.
Check complaint telephone messages and the Complaint App; record reported concerns, review for existing cases, and route requests to appropriate inspection staff.
Prepare and process tickets for Complaints, Interior and Exterior Systematics, and Exteriors under established procedures and authorized enforcement direction.
Prepare correspondence, organize documents, update case records, and track assigned requests and unfinished work.
Maintain confidentiality and handle department records and customer information according to City procedures.
Assist coworkers with scheduling, front desk service, and other assigned job-related duties during call-offs, leave, breaks, and busy periods.
Perform general clerical duties, assist with department projects, and perform other job-related duties assigned by the supervisor.