Office Assistant

Albany Housing Authority•Albany, NY

12d•Onsite

About The Position

Under general supervision, an incumbent of this position performs complex clerical support work and administrative tasks for the department/division head. The work performed is higher level in nature and requires good knowledge of the policies, functions and procedures of a department. This is primarily a clerical position where the work involves responsibility for updating, maintaining and organizing records and reports for the assigned division. Ability to interact with tenants, landlords, and supervisory staff; and exercise of independent judgment is a major aspect of the work.

Requirements

Graduation from high school or possession of a high school equivalency diploma
Two (2) years of satisfactory fulltime paid experience in an office environment
Good knowledge of the fundamentals of modern office practices and procedures
Good knowledge of personal computers and office equipment
Knowledge of office record keeping practices
Ability to plan and organize clerical work
Ability to use computer
Ability to use applications such as spreadsheets, word processing, calendar, e- mail and database software
Ability to understand and follow complex oral and written instructions
Ability to enter data, maintain records, prepare reports
Resourcefulness
Initiative
Accuracy
Ability to get along well with others
Physical condition commensurate with the demands of the position

Nice To Haves

Two (2) years permanent competitive class status as a Keyboard Specialist or Receptionist and employed at the Albany Housing Authority at the time of application and appointment.
Satisfactory completion of 30 credits or one year of post high school experience at a college or business school may be substituted for one year of the required experience.

Responsibilities

Performs administrative and clerical work in the maintenance of records and files
Collects and compiles information, data and statistical reports
Receives, sorts, indexes, and files: mail, bills, requisitions, ledger cards and other various documents and materials
Contacts and assists tenants regarding missing, incomplete or unsigned applications and lease agreements
May assist the collections department with tenant rent disputes by reproducing and reviewing history of payment records with tenants to settle disputes
May attend and participate in court hearings by recording and/or documenting decisions, payment plans etc.
May create schedules for Section 8 and public housing inspections
May assist in the coordination, scheduling and documentation of inspections and re-inspections
Assists in maintaining inventories, records and other departmental or organizational data
May type, record and mail inspection notifications, failed inspection and no show notices
May contact landlords to schedule appointments for inspections
Maintains and updates various databases including parking permits issued for tenants; insurance binders for all contractors or venders performing work on housing property etc.
May assist in the formal bidding and awarding of contracts to venders by providing clerical support
May assist in the maintenance of personnel records, payroll records, worker’s compensation forms, and other documents related to personnel administration
Receives telephone calls, makes appointments, and acts as receptionist
May use computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments
Enters and retrieves information in an automated information system
Performs related work as required