Temporary Office Assistant

Housing Authority of the County of Monterey•Salinas, CA

1d•Onsite

About The Position

Provide a variety of routine clerical support activities to Authority departments, offices, and programs that may include receptionist, typing, word processing, preliminary file research, data entry, record keeping, and filing duties. This classification is the entry-level clerical position for the Authority and performs a variety of basic office support duties. All positions are characterized by the presence of clear guidelines from which to make decisions and the immediate availability of supervision in non-routine circumstances. Specific duties will vary with the organizational unit to which assigned.

Requirements

Knowledge of the use of personal computers and various Windows-based applications programs.
Knowledge of basic telephone etiquette, and the proper use and operation of telephone systems.
Knowledge of correct use of oral and written English, spelling, punctuation, and composition.
Knowledge of business letter writing and the standard format for typed materials.
Knowledge of the operation of standard office equipment.
Ability to communicate clearly and concisely in oral and written English.
Ability to follow oral and written instructions.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to learn to operate specialized department/office equipment and read and interpret specialized department documents.
Ability to operate a personal computer, including spreadsheet and word processing programs, and learn specialized Authority programs.
Possess an appropriate California Driver License with a driving record acceptable to the Authority.
Possess uncorrected hearing and a clear easily understood voice to communicating with the public by telephone.
Provide proof of US citizenship or, if an alien, either lawful admission for permanent residence or authorization for appropriate work from the Immigration and Naturalization Service.
Be insurable by the Housing Authority’s insurance carriers.
Graduation from an accredited high school or an equivalent certificate or diploma recognized by the State of California.

Nice To Haves

Experience or training in a clerical or general office setting with an organization whose function is generally related to the activities of the employing organizational unit is desirable.
Bilingual fluency in English and Spanish is desirable.
May translate English/Spanish.

Responsibilities

Type correspondence, reports, forms, agendas, and routine documents related to the functions of the employing organizational unit from drafts, notes, or brief instructions, using a typewriter or personal computer.
Check typed and keyed materials for accuracy, completeness, compliance with unit policies, and correct English usage, including grammar, punctuation, spelling.
Enter and retrieve data from an online and/or personal computer system, following established formats.
Assist in the preparation and updating of a variety of data and forms, including those that may require the use of arithmetic calculations.
Review computer-produced documents for general accuracy and format, and make corrections as directed.
Assist in the maintenance of office files.
Assist in the research and compilation of information from such files.
Act as an office receptionist and receive visitors, screen telephone calls and take messages and reports.
Refer calls to proper person or to supervisor.
Provide factual information regarding inquiries about the department, office or program activities and functions.
Receive client comments regarding unit service and pass on such comments to supervisor.
Assist in the maintenance of records and process forms, such as applicant files, eligibility files, client files, applications, vouchers, and other forms specific to the employing organizational unit, as directed.
Assist in the maintenance of a variety of lists, ledgers, logs, and indexed files, as requested.
Maintain a general familiarity with program requirements and Authority policy related to the organizational unit to which assigned.
Operate standard office equipment, and assist in the performance of such office support activities as picking up, opening, and distributing mail, preparing and processing outgoing mail, and maintaining an inventory of office supplies.
Maintain a professional and cordial attitude towards co-workers and clients.
Maintain consistent and regular attendance.
Perform related duties as assigned.