Senior Office Support Specialist

Salary Range:

Min

$ 42,360.00

Max

$ 47,000

Summary

This is a difficult clerical and typing work involving independent responsibility for complex clerical functions or processes. An employee in this class is responsible for always exhibiting expert customer service to our internal and external customers. Performs a variety of skilled document creation tasks in final form and is responsible for formatting charts and tables, and normally provides clerical services for the office. Work involves maintaining an accurate and accessible office filing system. Work regularly involves making independent decisions concerning the clerical procedures or processes to be followed and the actions to be taken. Work is performed with considerable independence. Ordinarily the employee plans and lays out the work and sees that it is carried through to completion; however; significant departures from standard policies or procedures are reviewed by a supervisor.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Composes and types correspondence and inter-office communications involving some interpretation and application of established policies and procedures.
• Performs a variety of operational support duties for the property management office.
• Receives visitors and answers telephone calls; determines purpose of calls and visits, and furnishes information from knowledge of agency policies, rules and procedures.
• Schedules tenant eligibility appointments and interviews residents.
• Enters and updates resident information using a computerized database.
• Generate acknowledgement, appointment, verification needed, withdrawal letters and mail to applicants.
• Prepares new tenant move-in and lease reading packages.
• Conducts and processes annual tenant re-examinations
• Accurately updates and processes rent calculations, adjustments, and interim rent changes.
• Maintains an accurate filing and record keeping system for the office.
• Exhibits excellent customer service and communication skills when communicating to the internal and external customers.
• Prepares and types a variety of material which includes standardized and statistical reports that involve selection and verification of data and establishment of appropriate format.
• Performs other related work as directed.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication

• Responds to inquiries by sharing information in a well-organized manner
• Participates fully in one-on-one and group meetings by communicating openly and honestly
• When conflicts arise, seeks positive resolution by engaging directly with those involved

Customer Service

• Demonstrates full understanding of how one’s own work/role relates to the team goals in fulfilling client needs
• Demonstrates an understanding of the client’s needs

Initiative

• Demonstrates insight into operational processes by suggesting new approaches
• Collaborates with others to analyze and evaluate the value of alternative approaches for improving programs and services

Job Knowledge

• Seeks assignments that provide development opportunities in new areas
• Seeks mentoring from others

Responsiveness and Accountability

• Results driven, holds oneself accountable for achieving goals not just completing tasks
• Demonstrates support for decisions made by others
• Identifies and communicates issues relating to own work that create obstacles in processes and procedures

Teamwork

• Demonstrates understanding of the team's work processes and procedures
• Clearly communicates status of deliverables to team members on a timely basis
• Identifies critical issues and raise concerns to team members

Job Competencies

• 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.

Education and/or Experience (The following requirements may be used to evaluate applicants for employment. When applicable, equivalent substitution will be allowed for differences in experience and education.)

Education: Completion of a high school diploma or a GED program.

Experience: Three or more years’ experience performing complex clerical functions. Proficiency using Microsoft Office applications to develop and present information. Strong customer service, time management, planning, organizational, analytical and math skills.

Preferred Qualifications: Bachelor’s Degree. One or more years of public housing work experience. Certification of Eligibility, Occupancy, and Rent Calculation from an RRHA approved trainer. Work experience and proficiency using YARDI or other property management software.

Strength Requirements

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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EEO Statement: RRHA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal. State or local laws.