Office Assistant

Please note, this position will move from the Chicago Heights office to the Downtown Chicago office by March 2027. This is a union position.

SUMMARY

Under direction of assigned supervisor, provides administrative support to housing application process and/or performs general clerical duties including but not limited to filing, answering telephones, photocopying, preparing mailings, typing, greeting visitors, entering codes into computer, and file routing, retrieval and replacement.

ESSENTIAL FUNCTIONS

• Performs general clerical duties, including but not limited to filing, answering telephones, photocopying, preparing mailings, typing, faxing, and file routing, retrieval and replacement.
• Performs receptionist functions and assists visitors with high degree of professionalism.
• Makes computer entries in an accurate and timely manner.
• Utilizes computer system for entering or viewing data/codes such as inspection outcomes, work orders, rent amounts, etc., within required time frames.
• Updates and merges information to master file as necessary.
• May monitor, distribute, and prepare purchase orders for office supplies as necessary.
• May review documents which are submitted for completeness and validity.
• May maintain and update waiting list as necessary.
• May calculate tenant payments to determine eligibility for assistance.
• May prepare presentation packets for briefings.
• Assists in intake area as requested.
• Processes paperwork of applicants.li>
• Responds to all phone, mail or visitor inquiries.
• Maintains files, logs, and prepares reports as instructed.
• Utilizes available records to provide correct and timely assistance to callers, visitors, and other staff members, as instructed.
• Types letters, memoranda, and other required communication/reports.
• Answers and screens telephone calls and refers them to the proper source.
• Sorts, opens, and distributes mail/faxes on the same day as received.
• Maintains a filing system and processes incoming correspondence as instructed.
• Compiles and generates reports.
• Rotates files to storage when necessary.
• Performs all duties in accordance with Authority policies.
• Meets or exceeds applicable job-related HUD performance standards such as: review new intake clients for eligibility within 30 days; review and request third party verification within 10 days; answer calls and greet visitors within three minutes, etc.

OTHER DUTIES AND RESPONSIBILITIES

• May serve as a back-up to other employees on leave/break.
• Complies with applicable job-related local, state, and federal regulations.
• Responsible for safety while performing all facets of job and observes all Housing Authority safety procedures, as well as all local, state, and federal safety laws and regulations.
• Performs other duties as assigned.

EDUCATION, EXPERIENCE AND/OR CERTIFICATION

• High school diploma or equivalent. College level coursework or secretarial training preferred.
• Two-four (2-4) years related work experience.
• Certified voucher specialist or occupancy specialist preferred.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES

• Ability to operate multiple line switchboard in an efficient, professional manner.
• Organizational skills.
• Demonstrated computer literacy including knowledge of Word, Excel, and related applications.
• Ability to perform accurate mathematical functions.
• Ability to type 35 words per minute.
• Ability to proofread materials for accuracy.li>
• Ability to multi-task and prioritize responsibilities.
• Ability to communicate and interact appropriately with the general public, applicants, residents and staff.
• Ability to follow verbal and written instructions.
• Ability to work effectively with others and work independently.
• Analytical skills and problem-solving ability.
• Customer relations skills.
• Demonstrated attention to detail.
• Demonstrated punctuality and reliability.
• Ability to produce clear, accurate and timely reports.

EQUI