Inspections Administrative Assistant

Indianapolis Housing Agency; Indiana (PA); On-site; USD 42,000 - 54,000; Full time

Job summary

Indianapolis Housing Agency is seeking an Inspection Administrative Assistant to support the Inspection Manager and provide direct services to customers, residents, vendors, and the public. You will schedule inspections, handle inbound calls, manage data entry, and assist with clerical duties.

The role requires strong organizational skills, effective communication, and the ability to work both independently and in a team. Proficiency with MS Office and HUD/government databases is preferred.

Qualifications

• Proficient in MS Office including Word, Excel, Outlook.
• Strong communication skills, both oral and written.
• Excellent organizational and multi-tasking abilities.
• Customer service orientation and problem solving.
• Ability to input and retrieve data accurately.

Responsibilities

• Coordinate and schedule inspections with owners, clients, and inspectors.
• Answer incoming calls and respond to inquiries regarding inspections and other services.
• Retrieve and route messages; forward to appropriate personnel.
• Maintain effective communication with staff, clients, and vendors.
• Input data into computer and maintain records for inspections.
• Address complaints in a calm, professional manner and follow up as needed.
• Prepare and file documents; generate memos, reports, and correspondence.
• Assist Inspection Manager and help address findings from auditors.

Job description

The Inspection Administrative Assistant position reports directly to the Inspection Manager. The Inspection Administrative Assistant provides direct services to customers, clients, residents, vendors, and the public by performing the following duties.The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

• Coordinate and Schedule Inspections with Owners, Clients, and Inspectors
• Answers incoming telephone calls, determines purpose of callers, and responds to inquiries regarding Inspections and other services offered by the Indianapolis Housing Agency or forwards calls to appropriate personnel or department.
• Retrieves messages from voice mail and responds and/or forwards to appropriate personnel.
• Effective and appropriate communication and interaction with other employees, supervisors, individuals from other organizations, and customers
• Able to work well individually and in a team environment and as part of a team.
• Operates computer terminal to input and retrieve data.
• Address complaints in a calm and professional manner.
• Prepares and sorts documents and identifies and interprets data to be entered into computer.
• Performs responsibilities efficiently and timely. Able to juggle multiple requests and meet multiple deadlines. Able to prioritize, organize tasks and time, and follow up.
• Takes initiative and needs little supervision.
• Proficient in basic computer skills, i.e., Microsoft Word, Excel, Internet usage (e-mail).
• Demonstrates customer service orientation.
• Demonstrates a commitment to problem solving and a focus on being solutions oriented.
• Calls or writes to customers to ensure satisfactory performance of service.
• Receives, sorts, and routes mail.
• Sends faxes and retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Relays messages and special instructions to Inspectors and other departments regarding inspections
• Assists Inspector Manager as needed.
• Reports suspected fraud to immediate supervisor.
• Helps address and correct any findings from auditors.
• Conducting general research as needed
• Submitting status reports and schedules to the Inspections Manager
• Assists Inspector Managers as needed.
• Performs other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Ability to adapt to changing business needs, conditions, and work responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED)AND

• Two years of experience providing office and/or administrative support OR
• An equivalent combination of experience and education (Associates Degree) that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position.
• Proficiency with MS Office including Word, Excel, Outlook and the ability to work in HUD and/or government database systems.

LANGUAGE SKILLS:

Ability to communicate clearly and concisely orally and in writing by actively listening and sharing relevant information.

MATHEMATICAL SKILLS:

General math and knowledge of accounting principles and budget practices.

ORGANIZATIONAL SKILLS:

Strong organizational skills including prioritizing,ensuring accuracy, multi-tasking,and handling interruptions appropriately; ensures assignments are completed in a timely and effective manner.

REASONING SKILLS:

Ability to meet and deal with the public, and establish and maintain effective working relationships with landlords, residents, employees, and other staff of the Agency. Ability to deal effectively with situations that require tact and diplomacy. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to think critically and creatively while reflecting; will question and search for answers and meaning; evaluates ideas and information and develops ideas that lead to action.