Office Support Assistant - Property Management

Dakota County CDA•Eagan, MN

4d•Onsite

About The Position

The Dakota County Community Development Agency (CDA) is seeking an Office Support Assistant to join the Property management team. Property management oversees the leasing, management, and maintenance of over 2,900 units of CDA affordable rental housing located throughout Dakota County. The Office Support Assistant will perform administrative and support duties for the Property Management Department, assist with work-order dispatch and data entry, utilize computer to prepare correspondence and provide program information as necessary. Act in a back up capacity for other department support personnel. The Dakota County CDA is a leader in affordable housing with a mission to improve the lives of Dakota County residents and enhance the economic vitality of communities through housing and community development. The CDA’s housing portfolio consists of single-family homes, duplexes, fourplexes, townhomes and apartment buildings serving individuals, families and senior.

Requirements

A combination of one year of related education and/or experience.
Proficient in the use of general office equipment, including computers; ability to type at least 45 words per minute with a high degree of accuracy.
Knowledge of agency functions, policies and procedures, and standard office practices.
Strong knowledge of English language, grammar, and punctuation.
Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to handle difficult or sensitive situations with professionalism when interacting with the public and agency employees.
Ability to effectively work with and serve a diverse population.
Ability to communicate both orally and in writing.
Ability to work independently with minimal supervision.
Ability to remain flexible and perform effectively under pressure and frequent interruptions.
Ability to manage multiple projects simultaneously and prioritize tasks to meet deadlines.
Ability maintain confidentiality and exercise discretion when handling sensitive information.
Strong verbal and written communication skills.

Responsibilities

Perform Agency receptionist duties
Greet clients and public; refer to the proper department and/or staff person
Answer incoming calls, screen, and transfer calls to the correct staff member; take messages as needed.
Provide polite and courteous service to all clients/visitors.
Assist clients with proper applications/forms.
Send out information by mail, email, fax to interested parties.
Provide administrative support to the Property Management Department
Data entry of Family Townhome Program information into PORT.
Assist with lottery drawing for new developments.
Prepare and mail out form letters.
Assemble "move-in" packets for all new residents.
Prepare and mail out lease renewal packets for housing programs.
Create, review, or update forms or letters, prepare documents, and gather information.
Provide administrative assistance and perform general department clerical duties as directed.
Update resident contact information annually.
Ensure proper form completion prior to submission.
Complete scanning of documents for Property Management.
Respond to inquiries for information; provide program information and community referrals.
Provide back-up assistance to Property Management staff, as directed.
Perform applicant intake services
Assist applicants and participants with online application process.
Evaluate program eligibility in relation to family size and composition, income, age and other criteria to inform applicant of preliminary eligibility/ineligibility.
Prepare and maintain all new applicant files and notify applicants of their status on interest/waiting lists.
Update software regarding applicant status.
Answer calls regarding waiting list status or information change.
Inform applicants of status changes on the interest lists; update waiting lists.
Complete applicant verifications.
Perform Department clerical duties
Compile program information packets as directed.
Complete filing projects as assigned.
Complete copying projects as requested and keep department form locations up-to-date and stocked.
Use word processing features to prepare reports, correspondence, memorandums, and forms.
Coordinate and prepare bulk mailings.
Perform general clerical duties as directed.
Assist the Maintenance Operations Coordinator with work-order processing including; data entry, file maintenance and data retrieval, dispatching, and other related duties as assigned.
Assist with data entry tasks relating to the opening and closing of work-orders via computer.
Assist with data maintenance and work-order system and file organization.
Receive, process, and dispatch work-order requests from tenants and others as needed.
Perform other related administrative and clerical duties as directed.
Act as a positive representative of the CDA
Promote a positive image of the CDA to clients.
Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA.
Answer calls and emails within 24 business hours.
Demonstrate professional conduct when interacting with clients by remaining calm and respectful under pressure, actively listening and effectively de-escalating concerns to achieve a constructive resolution.
Abide by all CDA Board approved policies, polices prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA.