Hybrid Housing Intake Clerk bei Housing Authority of the Birmingham District

Description

Summary

Under the supervision of the Housing Intake Manager, the Housing Intake Clerk is responsible for providing general clerical and administrative support and customer service pertaining to the Property Operations Department. 

All activities must support the Housing Authority of the Birmingham District’s (“HABD” or “Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed. 

1. Perform clerical duties, including but not limited to, word processing and data entry.  
2. Prepare and alphabetize files and records.  
3. Prepare and maintain all active and inactive files for housing residents to include: applications, move-ins, re-evaluations, re-determinations, work order slips, and internal evaluations in compliance with the HABD and HUD rules, regulations, and guidelines.  
4. Compose and manage correspondence; type letters, emails, memos, notices, public relations, and community notices.   
5. Receive, send out and distribute mail to appropriate parties.  
6. Perform customer service functions to including: answering the telephone, greeting and providing assistance to the residents, the public, and other HABD staff.  
7. Answer and assist with residents’ calls, complaints, and requests in a courteous and timely manner.  
8. Monitor office supply inventory levels, including, but not limited to, ordering supplies and keeping the supply area neat and organized.  
9. Enter and maintain information log and records in a database.  
10. Perform quality control of files and documents; pull documents for review.  
11. Receive payments for rent, balances and posts payments to accounts; transmits funds to appropriate party.  
12. Operate office machines, equipment and software programs.  
13. Perform other duties in support of strategic goals as required.  

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligently to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.  

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.  

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.  

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Job Competencies

1. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.    
2. Ability to apply understanding to carry out written or oral instructions.   
3. Ability to communicate effectively with customers, residents, and the public in a courteous and tactful manner.  
4. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  
5. Ability to deal with problems involving concrete variables in standardized situations. 
6. Ability to perform any other related and appropriate duties and support of strategic goals as required.  
7. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.    
8. Ability to reliably and predictably carry out duties.  
9. Ability to speak effectively before groups of customers or employees of organization.  
10. Knowledge of office practices and procedures, including standard filing systems, typing, word processors, copier, calculator, facsimile machines, and telephone as needed to support specific office functions. 
11. Ability to use various word processing, database, or spreadsheet software; operate personal computer and input data accurately.  
12. Ability to write routine reports and correspondence.    
13. Knowledge of general operations and procedures of Public Housing Agency (PHA).  

Requirements

Education and/or Experience

High School Diploma or GED and two (2) years of experience in administrative support and/or customer service preferably in Public Housing or Social Services. 

Special Requirements

Possess a valid Alabama driver’s license and safe driving record for those required to drive or allowed to drive on behalf of HABD. Some positions may require possession of a valid driver’s license and the ability to be insurable under HABD’s automobile insurance plan at the standard rate.

Physical Demands

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds at times. 

Work Environment

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Reasonable accommodations may enable individuals with disabilities to perform essential functions.

Office environment. The noise level in the work environment is moderate. Stressful situations may occur when dealing with the public