Front Office Coordinator for Housing Services
1 week ago
Position Overview
This role entails a range of responsibilities essential to the effective functioning of the department.
The individual in this position will serve as a receptionist and administrative support, welcoming visitors and directing them to the appropriate personnel, managing phone communications, overseeing the filing system, and maintaining tenant records. Additionally, this role provides clerical assistance to the Director.
The employee will report directly to the Director.Key Responsibilities
- Greet visitors at the reception area and manage all related tasks;
- Handle incoming calls and route them to the correct staff or voicemail.
- Organize current utility documents in tenant files for upcoming Recertification Interviews.
- Prepare briefing packets and reserve meeting spaces, ensuring the briefing cart is stocked and documents are up-to-date.
- Monitor assigned tenant files for completeness and file work folders appropriately.
- Communicate with landlords and tenants to gather necessary documents for file completion.
- Manage incoming and outgoing correspondence.
- Keep lobby information organized and accessible.
- Maintain a daily departmental calendar; track visitor records; retrieve files for appointments and send notifications for missed appointments. Update the computer calendar with rescheduled appointment dates.
- Register attendees for briefings and distribute informational packets during meetings.
- Cross-train with the administrative specialist.
- Review and verify various tasks completed by the administrative specialist to ensure accuracy.
Additional Responsibilities
- Perform other related duties as necessary.
Education and Experience
- High school diploma or equivalent required. Proficiency in computer usage, standard office equipment, and communication devices is essential. Experience in customer service and housing-related fields is preferred. A combination of experience and training that provides the necessary knowledge, skills, and abilities is acceptable.
Language Proficiency
- Ability to communicate effectively in English, both verbally and in writing.
- Capable of taking meeting notes, drafting reports, and writing business correspondence.
- Strong oral, written, and listening communication skills.
- Ability to respond to sensitive inquiries.
Mathematical Skills
- Ability to perform basic arithmetic operations including addition, subtraction, multiplication, and division with whole numbers and decimals.
Reasoning Skills
- Ability to solve practical problems.
- Ability to interpret technical and instructional materials.
- Make decisions that align with the best interests of the County and adhere to departmental missions and objectives.
Certificates and Licenses
- No specific certifications required.
Other Skills and Knowledge
- Familiarity with office equipment such as calculators, typewriters, computers, fax machines, and copiers.
- Ability to maintain accurate records.
- Strong customer service abilities.
- Ability to work under close supervision.
- Physical demands include the ability to sit, stand, walk, talk, hear, reach with hands and arms, type, handle paper, and file. Must be able to lift or move up to 20 pounds.
- Vision requirements include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.
- Ability to file, bend, and stoop at file cabinets and lift ledgers as necessary.
The work environment described here represents conditions encountered while performing essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The work environment is typical of a standard office setting.
- Noise levels are generally moderate to high.
$18
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