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Lead Office Specialist

4 months ago

Oakland, United States Oakland Housing Authority Full time
Job DescriptionJob Description

LEAD OFFICE SPECIALIST

(Internal Applicants Only)

Salary: $ 34.91 - $ 38.59 / Hourly

CLOSING DATE/TIME: JUNE 27TH, 2024 AT 8:59PM PST


DEFINITION

Under supervision, provides a variety of difficult and complex clerical support services to various Authority Departments; must have general; performs other related work as assigned.


ESSENTIAL FUNCTIONS

Specific duties will vary with the department to which assigned. The following list of duties is a description of the types of work that may be performed and is not intended to be all-inclusive. Incumbent may perform other related duties at the equivalent level.

  • Leads, organizes and reviews work performed by Office Specialist I and Office Specialist II staff; checks for accuracy and completeness and provides work-related assistance as needed; and
  • Answers and directs phone calls, voice mail and e-mail; greets visitors, clients and staff; responds to general questions; refers inquiries as appropriate; takes messages; distributes forms and explains their completion; provides information on Authority programs and related referral services; and
  • Serves as a resource for staff by assisting with researching and resolving problems, responding to difficult questions and relaying complex information; and
  • Creates, updates, and maintains filing systems, including confidential files; sets up new files; receives, pulls and files documents and records; and
  • Types correspondence, reports, memos, forms and related materials with accuracy, completeness and in compliance with departmental procedures; and
  • Inputs, updates, searches, and retrieves data using spreadsheets, computer databases and various automated systems; and
  • Prepares a variety of handwritten or computer-generated reports using established procedures and formats; and
  • Operates a variety of standard office equipment such as a personal computer, typewriter, phone, fax, calculator, copier, scanner, or other department specific equipment; and
  • Opens, dates, screens, sorts, routes, and processes mail; and
  • Prepares information packets and packets of required forms; maintains client/public information, brochures, and supplies; and
  • Inventories and maintains office supplies; and
  • Schedules appointments; maintains a calendar; and
  • Schedules meetings and makes appropriate arrangements such as contacting participants, reserving rooms, and assembling materials and documents; and
  • Performs dispatching duties.


MARGINAL FUNCTIONS

Performs other related work as assigned.


MINIMUM QUALIFICATIONS

Two years of experience successfully performing the duties of an Office Specialist II at the Oakland Housing Authority.

Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus.


KNOWLEDGE & ABILITIES

Knowledge of: Modern office methods, practices and procedures; basic record keeping, standard PC software and hardware including computer applications such as Microsoft Word, Excel, and other related programs and systems; customer service principles; operation of standard office equipment; proper format for typed material; business standard English usage, including grammar, punctuation and spelling.

Ability to: Type at a rate of 40 net words per minute; perform general clerical work such as typing, filing and reception; learn the specific operations and procedures of the job; proofread material for grammatical, numerical and clerical accuracy; learn, understand, interpret, apply and explain up to date departmental policies and HUD, federal, state and local government rules, regulations and laws pertaining to the work assigned; learn new computer skills and other new technology; prepare reports and records according to established formats; file with speed and accuracy; effective communication skills; follow written and verbal instructions; interact courteously and professionally with a culturally diverse general public and with other Authority employees; provide quality customer service to internal and external clients; use discretion and good judgment in the handling of sensitive and confidential information; prioritize and complete work in a timely manner despite frequent interruptions; effectively identify and solve work related issues; use sound, independent judgment within policy and procedural guidelines.

TO APPLY: Please complete an employment Application online at www.oakha.org.

CLOSING DATE/TIME: JUNE 27TH, 2024 AT 8:59PM PST.