Intake Clerk

Housing Authority of the Birmingham District•Birmingham, AL

About The Position

Under the supervision of the Housing Intake Manager, the Intake Clerk is responsible for providing general clerical and administrative support and customer service pertaining to the Property Operations Department. All activities must support the Housing Authority of the Birmingham District’s (“HABD” or “Authority”) mission, strategic goals, and objectives. The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

Requirements

High School Diploma or GED and two (2) years of experience in administrative support and/or customer service preferably in Public Housing or Social Services.
Possess a valid Alabama driver’s license and safe driving record for those required to drive or allowed to drive on behalf of HABD. Some positions may require possession of a valid driver’s license and the ability to be insurable under HABD’s automobile insurance plan at the standard rate.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply understanding to carry out written or oral instructions.
Ability to communicate effectively with customers, residents, and the public in a courteous and tactful manner.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to deal with problems involving concrete variables in standardized situations.
Ability to perform any other related and appropriate duties and support of strategic goals as required.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to reliably and predictably carry out duties.
Ability to speak effectively before groups of customers or employees of organization.
Knowledge of office practices and procedures, including standard filing systems, typing, word processors, copier, calculator, facsimile machines, and telephone as needed to support specific office functions.
Ability to use various word processing, database, or spreadsheet software; operate personal computer and input data accurately.
Ability to write routine reports and correspondence.
Knowledge of general operations and procedures of Public Housing Agency (PHA).

Responsibilities

Perform clerical duties, including but not limited to, word processing and data entry.
Prepare and alphabetize files and records.
Prepare and maintain all active and inactive files for housing residents to include: applications, move-ins, re-evaluations, re-determinations, work order slips, and internal evaluations in compliance with the HABD and HUD rules, regulations, and guidelines.
Compose and manage correspondence; type letters, emails, memos, notices, public relations, and community notices.
Receive, send out and distribute mail to appropriate parties.
Perform customer service functions to including: answering the telephone, greeting and providing assistance to the residents, the public, and other HABD staff.
Answer and assist with residents’ calls, complaints, and requests in a courteous and timely manner.
Monitor office supply inventory levels, including, but not limited to, ordering supplies and keeping the supply area neat and organized.
Enter and maintain information log and records in a database.
Perform quality control of files and documents; pull documents for review.
Receive payments for rent, balances and posts payments to accounts; transmits funds to appropriate party.
Operate office machines, equipment and software programs.
Perform other duties in support of strategic goals as required.