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Class Title: Administrative Support Technician

Position Title: Receptionist

Accountable To: HCV Programs Manager

Department: Housing Choice Voucher

Band: A

Grade: 1

Subgrade: 3

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits:

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: This is a broad entry level class responsible for performing routine office support duties requiring incumbents to follow clearly established and defined procedures.

Distinguishing Characteristics: The Administrative Support Assistant is the first-level of a four-level administrative support series and is distinguished by its responsibility for performing routine office support duties requiring incumbents to follow clearly established and defined procedures,

Position Summary: Incumbents are responsible for answering telephones; directing calls and taking messages; greeting and directing visitors; providing routine information; performing data entry; and receiving and routing documents as appropriate.

Duties:

1. Answers telephones and email, acts as primary Receptionist for HCV inquiries; answers initial inquiries from tenants, general public, and other agencies. Performs front desk and telephone duties as per the prescribed HCV Department procedures. Transfers phone calls to the appropriate individual.
2. Performs applicable assigned office support functions for HCV Department as instructed. Such duties include, but are not limited to, stuffing envelopes, folding and mailing applications, open returned mail, mailing requested information material, pulling Enterprise Income Verification (EIV) reports and rePortal reports for all upcoming annual recertification's, prepping annual recertification packets with annual application documents and inspections information, making copies of regularly used forms, filing, and other miscellaneous projects.
3. Provides support to staff such as ordering office supplies, ordering special supplies pertinent to filing and rent roll processing, and assists with generating and mailing inspection letters
4. Maintains Information Retention and Document Imaging Process.
5. Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
6. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

• Customer service techniques and telephone etiquette;
• Basic record keeping practices;
• English grammar and punctuation.
• General office policies and procedures

Skills (position requirements at entry):

Skill in:

• Demonstrated proficient in using a computer and related software applications; specifically Microsoft Excel, Microsoft Word and Adobe Acrobat;
• Using computers and related software
• Receiving, reviewing and organizing applications, forms and other documents;
• Maintaining accurate files and records;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications (position requirements at entry):

• Education: Graduation from high school or GED
• Experience: Six months of work history in an office setting.

Preferred Qualifications

• Experience: One year of work history in an office setting. Demonstrated experience working with ethnically, culturally and economically diverse populations.

Licensing Requirements (position requirements at entry):

• None required.

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)