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Administrative Support Technician: Receptionist A13 .75 FTE

2 months ago

Saint Paul, United States PUBLIC HOUSING AGENCY OF THE CITY OF ST PAUL Full time
Job DescriptionJob DescriptionDescription:

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.


The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over $45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.


Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.


Employment Benefits:

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.


Open Internally until July 11, 2024

Open Externally until July 16, 2024


Class Title: Administrative Support Assistant

Position Title: Receptionist

Accountable To: Resident Services Supervisor

Department: Resident Services

Band: A

Grade: 1

Subgrade: 3


Class Summary: This is a broad entry level class responsible for performing routine office support duties requiring incumbents to follow clearly established and defined procedures.

Distinguishing Characteristics: The Administrative Support Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist, which is responsible for performing specialized activities related to the area assigned.

Position Summary: Incumbents are responsible for answering and directing calls; responding to the needs of walk-in clients; answering basic questions regarding procedures or services provided; providing routine information; retrieving messages; making copies; opening, sorting, date stamping and distributing mail; filing and creating applicant files; entering data into computerized tenant data system; logging and tracking processes; providing information to other departments; maintaining filing systems; receiving and processing a wide variety of forms and documents; picking-up and distributing inter-office mail; assisting with payment mailings; preparing packets.


Duties:

  1. Answers telephones, acts as primary Receptionist; answers initial inquiries from tenants, the general public, and other agencies. Performs front desk and telephone duties as per the prescribed Rental Office procedures. Answers questions from the public on the telephone and in-person. Provides general information about PHA policies and procedures and directs inquiries to appropriate sources. Responds in an appropriate manner to visitors or clients who are angry, exhibiting symptoms of mental illness, and/or who are unable to communicate readily due to disabilities. Calls employees to let them know their client has arrived. Transfers phone calls to the appropriate individual.
  2. Performs applicable assigned office support functions for the Public Housing Rental Divisions as instructed. Such duties include, but are not limited to, stuffing envelopes, folding and mailing applications, open returned mail, mailing requested information, and other miscellaneous support function duties as assigned. Inventories office supplies and orders items according to established schedule. Receives and checks incoming orders noting any discrepancies. Distributes supplies.
  3. Takes messages for callers/visitors that cannot be relayed/directed to the proper person.
  4. Reviews public housing applications for requited data.
  5. Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
  6. Performs other duties of a similar nature or level.
Requirements:

Knowledge (position requirements at entry):

Knowledge of:

  • Customer service techniques and telephone etiquette.
  • Basic record-keeping practices.
  • Phone etiquette.
  • Word Processing.
  • English grammar and punctuation.
  • General office policies and procedures

Skills (position requirements at entry):

Skill in:

  • Demonstrated proficient in using a computer and related software applications; specifically Microsoft Excel, Microsoft Word and Adobe Acrobat;
  • Using computers and related software
  • Receiving, reviewing and organizing applications, forms and other documents;
  • Maintaining accurate files and records;
  • • Working with persons with little or no English-speaking skills, diverse cultures and ages, and persons with multiple disabilities
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.


Required Qualifications (position requirements at entry):

Education: Graduation from high school or GED

Experience: Six months of work history in an office setting.


Preferred Qualifications

Experience: One year of work history in an office setting. Demonstrated experience working with ethnically, culturally and economically diverse populations.


Licensing Requirements (position requirements at entry):

None required.


Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)