Clerk Typist 2 - Healthy Homes

City of Lancaster, PA; Lancaster (Lancaster County); On-site; USD 35,000 - 48,000; Full time

Job summary

The City of Lancaster, Pennsylvania, is seeking a friendly and detail-oriented Clerk/Office Assistant to support the Office of Healthy Homes. You will handle receptionist duties, process documents, and provide clerical assistance across multiple programs, including handling inquiries related to Lead Hazard Control and other housing initiatives.

Requirements include a high school diploma or GED, at least one year of clerical experience, and a valid PA driver’s license.

Qualifications

• High school diploma or GED required.
• At least 1 year of clerical experience required.
• Valid Pennsylvania driver’s license is required.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office equipment.

Responsibilities

• Greet visitors and direct them to appropriate meeting locations.
• Screen and route telephone calls; provide translation services when necessary.
• Perform typing, faxing, copying, and scheduling duties.
• Enter data and retrieve information on the office computer; prepare routine letters and reports.
• Files and retrieves documents; organize materials alphabetically, numerically or chronologically.
• Process applications and fees from the public, assemble for processing.
• Open and sort mail; handle invoices for contractors and services.
• Assist with risk assessments and related notes in Excel; pre-fill reports and forms.
• Support the Office of Healthy Homes and Bureau Chief with clerical tasks and scheduling.

Skills

Customer service

Clerical skills

Data entry

Multitasking

Confidentiality

Spanish preferred

Education

High School Diploma or GED

Tools

Microsoft Office

Munis (Tyler)

Job description

This position is responsible for customer service, processing documents, and providing clerical support for the Office of Healthy Homes.

• Follows safe practices in the performance of duties.
• Performs receptionist duties such as greeting visitors, directing individuals to proper meeting locations, receiving documents, and screening and routing telephone calls, including the use of translation services when necessary.
• Performs clerical duties such as typing, faxing, copying, and scheduling appointments.
• Operates office computer for data entry, retrieval and word processing.
• Composes routine letters, form letters, departmental reports and other memos.
• Files and retrieves materials by systemically sorting and storing documents alphabetically, numerically, chronologically, or using similar filing methods.
• Receives applications, documents, forms, and fees directly from the public and screens, sorts, and assembles for further processing.
• Opens and sorts mail.
• Provides the appropriate applications and paperwork to landlords, tenants and homeowners.
• Answers questions related to the Lead Hazard Control, Healthy Homes and Critical Repair program, and other programs as assigned.
• Maintains required records for all Local, State and Federal funding administered by the Office of Healthy Homes.
• Assists onsite with Risk Assessments, and types notes taken into Excel sheet with XRF readings. Pre-fills reports and forms.
• Provides back-up and overflow support to Administrative Assistant.
• Provides clerical support for all members of the Office of Healthy Homes, and the Bureau Chief of Health as assigned.
• Assists participants in filling out applications and submitting supporting documents. Helps provide preliminary program screening and eligibility.
• Assists in marketing and outreach efforts to support all programs.
• Organizes and tracks the use of office supplies and equipment and places orders as needed.
• Receives, organizes, and submits invoices for contractor payment, relocations, dust wipe lab services, equipment, office supplies, outreach materials and other items as required.
  

Education, Training and Experience

• Graduation from High School or completion of a GED is required, preferably with courses in typing and business procedures and practices.
• One year of clerical experience.is required

Licenses and Certificates

Possession of a valid Pennsylvania State Driver’s License is required

• Knowledge of safe practices related to an office setting.
• Knowledge of practices related to local, state and federal housing programs.
• Knowledge of operation of standard office equipment such as personal computer, scanner, fax machine, and copier.
• Knowledge of modern office management procedures, practices and equipment.
• Knowledge of office automation.
• Knowledge of business mathematics.
• Proven proficiency in Microsoft Office (or similar) suite of tools (Word, Excel, File Explorer and Outlook).
• Tyler Technologies (Munis) experience is welcomed.
• Ability to perform data entry and retrieval.
• Ability to provide information, both in person and over the telephone, in a courteous, friendly and firm manner.
• Ability to keep complex records, to assemble and organize data and to prepare reports from collected data.
• Ability to learn the regulations, procedures and activities of the Office of Healthy Homes and Bureau of Health.
• Ability to file, numerically and or alphabetically.
• Proven ability to multi-task.
• Proven ability to maintain strict confidentiality of all information is required.
• Proven ability to use tact and discretion when dealing with highly sensitive information.
• Proven ability to meet deadlines.
• Proven ability to plan and organize work schedule.
• Proven ability to maintain routine records.
• Positive interpersonal skills.
• Ability to write and organize correspondence.
• Ability to operate a vehicle on private and public streets.
• Proven ability to read, write, speak, and comprehend written or oral instructions in English.
• Ability to read, write, speak, and comprehend Spanish preferred.
• Proven ability to work as part of a team and to collaborate successfully with others.
• Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations.
• Proven ability to exhibit customer-centered behaviors and to focus on customer needs.
• Proven ability to commit to excellence in service and to continuous improvement.
• Willingness to adhere to the City of Lancaster’s commitment to Quality, Teamwork, Integrity and Respect.
  

Environmental Conditions

• Indoors, environmentally controlled.
• Outdoors on occasion, for Risk Assessments and Outreach Events.
  

Safety Equipment Used or Needed

• None

Comments

• Requires dealing with angry or upset individuals on an occasional basis.
• Bi-lingual skills preferred (especially Spanish or Swahili).
• Lift up to 10 lbs.
• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.
  
• Knowledge, skills, and/or abilities assessment tests may be conducted as part of the position screening process.