Office Support Assistant - Housing Assistance Department

Dakota County CDA•Eagan, MN

About The Position

The Dakota County Community Development Agency is hiring an Office Support Assistant for its Housing Assistance Department. The position provides receptionist, customer service, and administrative support to the department and agency. Duties include answering phones, greeting visitors, responding to inquiries and complaints, providing information about programs, and helping applicants complete applications. The role also supports the Housing Choice Voucher waiting list by answering applicant questions and assisting with updates and Rent Cafe account registration and maintenance. The assistant processes mail and fax documents, scans and indexes documents, checks image quality, maintains records, supports file organization, and completes other administrative tasks and special projects. The position requires professional communication with clients, agency staff, vendors, and contractors, including handling difficult interactions appropriately and maintaining client confidentiality. Tasks are generally performed seated at a desk in an office environment.

Requirements

One year of related education and/or experience.
Proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
Knowledge of general office equipment and office functions, policies, and procedures.
Knowledge of the agency’s purpose, programs, and functions.
Knowledge of English language, grammar, and punctuation.
Ability to communicate orally and in writing.
Ability to handle difficult situations professionally when dealing with the public and agency employees.
Ability to work with a varied client base, including people with special needs and communication barriers.
Ability to work independently and collaborate with team members.
Ability to work under pressure and with interruptions, manage multiple tasks, set and meet deadlines, and remain flexible.
Ability to maintain privacy and client data confidentiality.
Ability to perform essential physical functions, including sitting or standing for much of the day, reading, typing, writing, handling small objects or tools, and speaking and listening attentively.
Ability to occasionally walk, stand, lift and carry light objects, and reach above shoulder height or bend to access files, equipment, or supplies.

Responsibilities

Act as receptionist for the Housing Assistance Department and agency by answering telephones, directing visitors, handling inquiries and complaints, providing general information, and routing complex matters to appropriate personnel.
Process incoming and outgoing mail, open and close the public office area, and provide program information in person, by mail, email, and telephone.
Screen prospective applicants for program eligibility based on their situations and needs; enter, retrieve, and assess data to investigate and verify information.
Provide information and referral resources, maintain reference materials and lists, and track agency personnel in/out status.
Scan and index documents and correspondence in the electronic document management system, assign document types, and review images for quality.
Mail, email, and fax third-party verifications; access websites for information; route incoming fax documents; and coordinate bulk mailings.
Use office systems to track and complete work and maintain records; assist with periodic file organization and purging, special projects, and other assigned duties.
Provide general information about the Housing Choice Voucher waiting list, answer applicant questions and status inquiries, and assist with regular waitlist updates.
Help applicants register for Rent Cafe, apply, and update their accounts.
Promote a positive image of the CDA and maintain good working relationships with employees, vendors, and contractors.
Respond to calls and emails within 24 business hours and handle irate callers or meetings professionally to defuse issues or conflict.
Follow CDA policies and procedures, including those related to nondiscrimination, harassment, executive communications, administration, and safety.