Office Assistant

The Office Assistant supports Tacoma Housing Authority’s strategic and operational objectives in the following way: provides a wide range of administrative and clerical support to help THA to be highly effective and efficient in the assistance it provides to its customers and partners, in the reports it makes to funders and regulatory authorities and in the service it provides to the public. This job description covers a number of Office Assistant positions, each with specific areas of responsibility. The work performed may rotate among employees in this job description as THA management may deem necessary or useful.

Services performed under this job description may include performing a variety of routine clerical support duties including typing and editing correspondence, reports, and related documents. The position also answers phones; file and keep records; enters data in and retrieves data from the computer system; compiles information for reports and provides information and assistance to clients.

SUPERVISION REQUIRED

The employee is assigned duties according to specified procedures and receives detailed instructions. Work is checked frequently.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

Clerical and administrative support – all positions

Create letters, documents, and reports; assist with budgets;

Maintain and manage records and database information in various computer programs which may include Microsoft Word, Excel, Project, OpenDoor, Access and others;

Create and mail miscellaneous correspondence. Generate address labels and perform tasks necessary for mass mailings and certified mailings;

Answer telephone, greet visitors and answer inquiries from residents, staff, and supervisors, and from the public or private sector;

Create flyers, brochures, charts, and PowerPoint presentations for meetings and events.

Oversee or assist with special events or meeting planning and execution;

Perform scheduling activities as required;

Operate and care for commonly used office machines and equipment.

Maintain and compile paper and electronic data – all positions

Build electronic data reports and queries for reporting purposes;

Organize and maintain hard copies and electronic files of records;

Input data and information into databases for tracking purposes;

Produce reports and track report performance as needed;

Administer the maintenance, retention, storage, and archiving of essential records and files.

Employee accountability – all positions

Present a professional image as a representative of THA;

Establish and maintain effective professional working relationships with co-workers, management, partner agencies and the community;

Perform all these responsibilities in service to THA’s social justice and business mission to assist low-income households and other customers, and to do so in ways that aspire to programmatic and administrative excellence;

Fulfill all duties and responsibilities with a high level of integrity, honesty and adherence to agency policies and rules;

Maintain a high degree of confidentiality relative to work performed.

Diversity – all positions

THA’s staff, its clients, and the staff of community partners are diverse in many ways, including diversity by race, national origin, language, sexual orientation, age and disability. THA considers this diversity to be an important asset. All THA employees must engage diverse people in constructive and effective ways as supervisor, colleague, business partner, and/or service provider.

Rental Assistance Dept Office Assistant

Assemble and mail annual recertification packets; receive completed recertification packet, generate third-party verification forms and send to employers, Employment Security, Social Security, Department of Social and Health Services (DSHS), childcare centers, and banking institutions;

Adhere to HUD requirements for third party verification; compile verifications for Lease & Occupancy Specialists;

Generate letters for participants who fail to comply with the recertification process. Organize and maintain reports, hard copies and electronic files of third party verification activities;

Assist in continuous improvement of service delivery. Review, comment and suggest improvements for third party verification forms and procedures;

Assist in Housing Choice Voucher (HCV) program project contract and administrative tasks.

Leasing office – Rental Assistance department

Schedule, notify and conduct applicant meetings for the purpose of assisting applicants in the completion and submission of forms and documents. Run the screening report to determine eligibility for Public Housing;

Prepare, update, assemble, distribute applications, input into computer and track;

Notify preliminarily-approved applicants on the public housing waiting list when vacancies occur after analyzing the bedroom size, type of unit and development. Select applicants by preference according to date and application number;

Maintain and update appropriate files and records by purging the public housing waiting list. Prepare, mail, receive, and enter into the computer and files annual update letters of status /continued interest of applicants on waiting list;

Maintain resident key and card access recording system.

Inspection Office Assistant

Handle and process all incoming mail for the inspectors and distribute as necessary;

Process all rent increase requests and rent reasonableness determinations under the guidance of the Lead Inspector;

Prepare and mail all fail letters sent to the landlord and track to assure that the re-inspection is done in a timely manner;

Respond to inspection-related phone calls and inquiries while the inspectors are in the field;

Prepare and send appointment letters and other correspondence;

Manage the reminder phone call system that informs clients of upcoming appointments;

Provide coverage of the front desk when needed.

Typical Qualifications

POSITION REQUIREMENTS AND QUALIFICATIONS

Educational level and experience

Various combinations of education, experience and training may qualify an applicant. The following is a typical way to be qualified.

High School diploma, GED or equivalent required;

Associate Degree or equivalent experience preferred;

2 or more years’ experience in administrative capacity required;

Specialized experience as may relate to specific open position preferred;

Housing authority experience preferred.

Knowledge, skills and abilities

Possess or acquire and maintain a high level of expertise in the current and evolving principles and practices in the following areas:

Knowledge of federal, state and local laws, rules and regulations pertaining to contract administration, bid documents and related matters;

Knowledge of Housing Choice Voucher Program preferred for positions in the Rental Assistance Department;

Second language preferred in: Cambodian, Vietnamese, Russian, Spanish and /or Korean; for positions that would benefit by a second language;

Can get along with co-workers, management, clients, community partners, and others in a courteous and professional manner;

Able to communicate effectively both verbally, and in writing using correct English usage, grammar, spelling, punctuation and vocabulary;

Capable of managing competing demands and meeting productivity standards while handling frequent change, delays, and unexpected events;

Possess skills to organize and work independently in an environment of frequent interruptions;

Exhibit expertise in the design and maintenance of paper and digital systems to organize, store and retrieve records, data and documents;

Ability to engage a wide variety of people with a high level of professionalism, courtesy and good humor, including culturally, socially and economically diverse populations, seniors, persons with disabilities, contractors, and professional colleagues;

Show a strong commitment to maintain confidentiality in all assignments as directed;

Possess beginner to intermediate level proficiency in Microsoft Office products, including Word, Excel, and Outlook;

Demonstrate an ardent commitment to client service.

Certification/Registrations

If the position calls for driving a THA vehicle or for regularly driving a personal vehicle on company business, the employee must have and maintain a valid driver’s license with acceptable driving record and auto insurance.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that an employee must handle to successfully perform the essential functions of this job. The job’s activities occur primarily in indoor office settings:

Occasional standing, walking, sitting, using hands to finger, handle, or feel objects, tools or controls; reaching with hands and arms; climbing stairs; balancing; stooping, kneeling, crouching or crawling; talking or hearing; occasionally lifting and/or moving up to 25 pounds;

Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus;

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time;

The noise level in the work environment is usually moderate.

Note:
The above job description is not comprehensive. The job responsibilities may include other duties. This job description also does not constitute an employment agreement between THA and the employee. THA may change the job duties as it determines to be necessary or useful to meet its needs.