OFFICE ASSISTANT (AUTOMATED SYSTEMS)

CITY OF PEEKSKILL•City of Peekskill, NY

About The Position

Provide clerical and office support of a routine nature associated with the functions of the Section 8 Department or office. Incumbents are required to operate a variety of computer applications, as responsibilities involve maintenance of both automated and manual files and records, and producing various document formats for finished copy using automated systems. Other typical duties include providing information to the public or visitors regarding office procedures and services, either in person or over the phone; answering telephones and taking messages; processing forms and collecting fees related to office activities; and other related clerical tasks. Independent judgment is exercised when routine matters or clearly defined policies are involved. Supervision is not a responsibility of this position, unless assigned by authorized personnel.

Requirements

Possession of a high school or equivalency diploma.
Good knowledge of office terminology, procedures, equipment and business English
Knowledge of proper grammatical usage, punctuation and spelling
Familiarity with the capabilities of computer software applications to produce various document formats such as correspondence, reports, tables. charts and file storage
Ability to plan, organize and efficiently perform clerical functions
Ability to manipulate a standard alphanumeric keyboard at rate of 35 words per minute
Ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software to produce a variety of formats for correspondence, records, reports and maintenance of files
Ability to read, write, understand and communicate in English sufficiently to perform the essential functions of the position
Ability to operate a variety of office machines
Ability to understand and carry out oral and written instructions
Ability to deal effectively with the public
Ability to get along well with others
Discretion
Tact
Courtesy, accuracy
Good judgment

Responsibilities

Use Microsoft Outlook calendar to manage and maintain the work calendar for the department head
Schedule all rental inspections for clients (e.g. annual, re-certification, initial, complaint, and emergency)
Use Microsoft Outlook calendar to schedule all client briefing and annual re-certification appointments
Use pre-formatted templates and mail merge to generate and mail all correspondence related to re-certifications, inspections, landlord correspondence
Create re-certification packets, move from rental packets and briefing packets for clients
Answer all general mailbox phone calls and intercom calls
Update Waiting List Applicants information in the HAPPY Software and mail out updates or notifications to the waitlist applicants
Scan client and landlord files and paperwork into E-File Cabinet Software
File office paperwork in corresponding tenant and landlord files
Distribute any third-party verifications needed from the case workers
Maintain records of walk-in clients and answer general client inquires/concerns
Collect and distribute departmental incoming/outgoing mail using departmental vehicle
Maintain inventory of office supplies and notify Section 8 Director of need and use
Maintain inventory of Department of Housing and Urban Development resources, brochures and flyers, and ensure information is displayed on bulletin boards and waiting area for clients
Enter vouchers in KVS software for invoices to pay outside entities
Maintain spreadsheets for tenants who are paying recoupments
Send direct deposit statements to landlords to inform them of their rental payments
Collect client payments received at Section 8 Office and generate detailed spreadsheet to be reviewed by Finance Department
Be familiar with Section 8 policies and procedures to effectively communicate with participants and/or outside agencies
Use Microsoft Excel to maintain attendance records for Section 8 staff