Office Specialist

2 weeks ago

Elizabeth, New Jersey, United States Tranquil Multi Dynamic Advisory Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Specialist to join our team at Tranquil Multi Dynamic Advisory. As an Office Specialist, you will play a critical role in supporting the Housing Choice Voucher Program by performing a variety of clerical functions.

Key Responsibilities
  • Prepare correspondence, reports, and other documents using Microsoft Office and client-specific software systems.
  • Organize and assemble materials for various agency functions.
  • Input information and generate reports from the computer system related to the Housing Choice Voucher Program.
  • Review and process information for owner and participant terminations from the HCV program.
  • Provide data entry support for Housing Choice Voucher Managers.
  • Offer general administrative support, including answering and assisting internal and external clients via phone, email, and in-person.
  • Open, log, and distribute departmental mail.
  • Create, organize, and send correspondence and other communications to program participants, property owners, and others.
  • Assist with lease and contract management, applying and removing payment holds/abatements, scheduling appointments, filing, faxing, scanning, and copying documents.
  • Provide data entry for setting up property owners, scheduling inspections, creating and sending inspection result correspondence.
  • Conduct unit and owner background checks on RTAs.
  • Perform rent reasonable assessments and set up units in the system.
  • Process rent reasonable assessments to determine reasonable rent for proposed and contracted units for the program.
  • Provide desk coverage for lobby areas within the agency.
  • Operate various types of office equipment.
  • Assist with briefings, recertification appointments, and other departmental/agency functions.
  • Assist clients in using kiosks, online certifications access, and other electronic processes.
  • Provide customer service in accordance with client Gold Standards to internal and external clients, community stakeholders, and other agency contacts.
Requirements
  • Demonstrated strong customer service skills.
  • Ability to maintain confidentiality.
  • Type at least 55 wpm after errors are deleted.
  • Demonstrated proficiency in word processing applications, preferably Microsoft Word.
  • Good working knowledge of electronic spreadsheets, preferably EXCEL.
  • Good basic knowledge of English grammar, punctuation, and composition.
  • Demonstrated ability to maintain confidentiality.
  • Strong telephone skills.
  • Ability to maintain confidentiality.
  • Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
Education and Experience
  • High school diploma or equivalent.
  • One (1) full year of clerical work experience.
Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to sit or stand for eight hours while performing essential work duties. The employee must be able to accurately exchange information in person, in writing, and via email and telephone. The employee must be able to perform essential job functions in an environment that could have increased stress levels.

Additional Information

TMDA is proud to be an equal-opportunity employer. Qualified candidates are considered for employment without regard to race, color, religion, sex, or national origin. All your information will be kept confidential according to EEO guidelines. If you would like to request reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a diverse ability, please call or email for other accommodation options.

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