Senior Office Support Specialist

3 days ago

Richmond, Virginia, United States Richmond Redevelopment & Housing Authority Full time
Job Description

This Senior Office Support Specialist is a challenging clerical and typing role involving independent responsibility for complex clerical functions or processes. The ideal candidate will provide exceptional customer service to internal and external customers at all times. The role involves performing a variety of skilled word processing tasks in final form, including format, charts, and tables, and providing clerical services for the office. The successful candidate will maintain an accurate and accessible office filing system. The work involves making independent decisions concerning clerical procedures or processes to be followed and the actions to be taken. The role is performed with considerable independence, and the employee will plan and lay out the work and see that it is carried through to completion.

Key Responsibilities
  • Compose and type correspondence and inter-office communications involving some interpretation and application of established policies and procedures.
  • Perform a variety of operational support duties for the office.
  • Receive visitors and answer telephone calls, ascertaining the purpose of calls and visits, and furnishing information from knowledge of agency policies, rules, and procedures.
  • Receive, open, log, sort, and distribute office mail.
  • Schedule eligibility appointments.
  • Input applicant's demographic data into a database.
  • Generate acknowledgement, appointment, verification needed withdrawal letters, and mail to applicants.
  • Answer inquiries by telephone.
  • Maintain an accurate filing and record-keeping system for the office.
  • Exhibit good customer service and communication skills when communicating with internal and external customers.
  • Actively participate in the teamwork concept.
  • Generate requisitions for approval and maintain inventory of all office supplies.
  • Prepare and type a variety of material, including standardized and statistical reports, which involve selection and verification of data and establishment of appropriate format.
  • Perform complex word processing tasks, such as merging and sorting, integrating text with graphics, spreadsheet, and database files, uploading/downloading, and creating footnotes and outlines; use spreadsheet and database software to develop and maintain records; use basic statistical software packages; use graphics software and recommend appropriate display of information.
  • Operate standard office equipment, such as adding, calculating, and copying machines; computer; and/or computer terminal keyboard with video display.
  • Participate in the annual waiting list purge process.
  • Perform other related work as assigned.
Requirements
  • Considerable knowledge of modern office practices, procedures, and equipment.
  • Considerable knowledge of business English, spelling, and arithmetic.
  • Working knowledge of the principles of office management and of standard record maintenance procedures.
  • Skill in the application and interpretation of departmental policies and procedures.
  • Skill in typing accurately from rough draft or plain copy at a working rate of speed using word processing software.
  • Ability to understand and follow moderately complex oral and written instructions.
  • Ability to develop and use coding and filing schemes.
  • Ability to check numbers and written material for accuracy.
  • Ability to make relatively complex arithmetic computations and tabulations accurately and with reasonable speed.
  • Ability to maintain complex clerical records and to prepare reports from varied statistical or accounting information.
  • Ability to carry out routine administrative detail independently and handle correspondence without review.
  • Ability to develop, layout, and implement clerical procedures from general instructions.
  • Ability to establish and maintain harmonious working relationships with other employees and the public.
Minimum Qualifications and Experience
  • Education: Graduation from high school or completion of GED program.
  • Experience: Equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

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