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Administrative Assistant I – Part Time

Published on May 23, 2022

Department(s): Community Development & Housing Department

Location: Pittsburg, KS

POSITION SUMMARY

Provides high level clerical and administrative support to housing team. Assists clients with questions or concerns in supportive housing programs, including Section 8 Housing Choice Voucher, Tenant Based Rental Assistance, Emergency Solutions Grant programs, Emergency Housing Voucher, and FYI.

 

DUTIES AND RESPONSIBILITIES

  • Professionally greet customers, team members and the public. Answer customer/client questions or refer to appropriate staff member. Calmly handle complaints and resolve difficult situations.
  • Answer multi-phone line system. Direct phone calls to appropriate staff. Provides program information to the public and other departments.
  • Provide clerical support to department staff. Prepare and proofread documents for spelling, mathematical and grammatical accuracy. Sorts and files records, maintains contact lists, sorts and packages mail.
  • Assists customers/program clients with requests regarding program eligibility and application status.
  • Inputs, retrieves and updates client records and data in electronic software database.
  • Provide support in the processing of correspondence, coordination & scheduling of meetings and processing of various other materials and reports.
  • Design forms that are used by a division or department.
  • Provide support for assigned committees, dilapidated structure hearing, executives, including preparation of meeting agendas.
  • Maintain calendars, arrange and initiate travel arrangements if needed.
  • Oversee all aspects of record keeping and documentation activities for a division.
  • Type and composes a variety of correspondence and documents including memos, letters, contracts, plans, specifications, etc.
  • Perform special projects such as reviewing and updating or rewriting procedures, or performing detailed research on specific issues for supervisors.
  • Learn and assist with the different grants that are ran out of the housing office.

Qualifications

POSITION COMPETENCIES

  • Strong customer service skills, including effective listening, problem solving, conflict resolution, tactful and calm responses.
  • Maintain a high level of confidentiality regarding City, housing clients and department business.
  • Must possess excellent interpersonal skills including building positive relationships, work as part of a team and self-awareness of non-verbal communication.
  • Learn department functions thoroughly to provide general information and use judgment in applying and explaining department processes and procedures.
  • Proficiency on computers, to include word processing, spreadsheets and database programs.
  • Good knowledge of office practices and procedures, generally accepted business English usage, punctuation, spelling and math.
  • Maintain and retrieve important records efficiently and accurately and use this information to prepare clear and concise reports.
  • Perform duties accurately and efficiently under time sensitive deadlines.
  • Ability to organize and prioritize workloads, work under pressure and meet deadlines.
  • Ability to work independently and make decisions.

Requirements

EDUCATION

  • High School Diploma or GED equivalent.
  • Three to five years of clerical and customer service experience in a busy office setting. Clerical experience and knowledge of federal governmental programs or grant management programs.
  • Valid Driver’s License.