This is responsible clerical and accounting work assisting with the coordination of all office operations. Activities associated with the job include answering incoming calls, routing calls to the appropriate staff, responding to inquires and requests for assistance from residents and the public and assisting with the initial leasing and subsequent recertification of residents. Additional duties include assisting with preparing a variety of documents, sorting and distributing incoming and outgoing mail, receiving rental payments and issuing receipts and preparing move out refunds and bank deposits. Job related duties require considerable knowledge of housing authority policies and procedures, knowledge of modern office practices and procedures, strong organizational, interpersonal and decision making skills, a good working knowledge of the functions and interrelations of the Housing Authority and other governmental entities, and the ability to prioritize personal activities to meet multiple job assignments.
-Performs general reception duties including answering incoming calls, providing assistance and information to callers, routing calls to the appropriate staff person and greeting visitors to the main office.
-Receives rental payments from residents and issues receipts; returns checks to residents that are inaccurate and/or indicate discrepancies when necessary.
-Prepares bank deposits and move out refunds.
-Prepares and maintains resident files and updates files for in-house transfers.
-Processes incoming and outgoing mail for delivery and large mail-outs to residents when necessary.
-Records resident complaints and forwards to the Property Manager and/or Assistant Property Manager for resolution.
-Cuts and distributes apartment keys for maintenance staff and residents in accordance with existing policies and procedures.
-Prepares vehicle usage reports for submission to the main office.
-Prepares adjustment slips for review by the Property Manager and/or Assistant Property Manager and review late fee creation report.
-Prepares recertification leases after ensuring that all information in complete and accurate.
-Prepares and submits payroll information to the main office for processing.
-Compiles a list of potential vacant units and maintains an orientation log for each property.
Graduation from an accredited four year high school supplemented with additional coursework in office administration, secretarial science or closely related field; a minimum of two years of general office experience; experience working with the public preferably in a governmental setting; strong organizational, interpersonal and decision making skills; considerable knowledge of the Housing Authority’s policies, procedures and operational departments; considerable knowledge of HUD regulations and reporting requirements or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:
-Considerable knowledge of the City of Charleston Housing Authority operating policies and procedures, functions, departments and operations.
-Considerable knowledge of the Department of Housing (HUD) rules and regulations pertaining to the leasing and eviction of residents.
-Considerable knowledge of the Housing Authority’s Admissions and Continued Occupancy Policy (ACOP) and Lease stipulations.