Office Assistant

Albany Housing Authority; City of Albany (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Albany Housing Authority in Albany, NY seeks an Office Assistant to perform clerical support for the department head, handling records, data entry, and tenant correspondence.

Under general supervision, the role involves processing mail, coordinating inspections, and maintaining databases, with opportunities to assist in hearings and contracts.

Qualifications

• High school diploma or GED with two years of office experience.
• Equivalent combination of training and experience.
• Promotional field: two years permanent status as Keyboard Specialist or Receptionist at Albany Housing Authority.
• Substitution: 30 college credits or one year post-high school experience.

Responsibilities

• Maintain records and files, and prepare reports.
• Collect data and compile information and statistical reports.
• Receive, sort, index, and file mail, bills, requisitions, and other documents.
• Contact tenants regarding missing or unsigned applications and leases.
• Assist in tenant disputes by reviewing payment history.
• Attend court hearings where decisions and payment plans are documented.
• Create schedules for Section 8 and public housing inspections.
• Coordinate inspections and re-inspections.
• Maintain inventories and databases.
• Enter data into automated information systems.

Skills

Clerical tasks

Recordkeeping

Data entry

Communication

Interpersonal skills

Education

High school diploma or GED

Tools

Spreadsheets

Word processing

Calendar management

Email

Database software

Job description

Office Assistant

Albany, NY, US

Salary: $47,191.28 Annually

OFFICEASSISTANT

(AlbanyHousingAuthority)

DISTINGUISHING FEATURES OF THE CLASS:Under general supervision, an incumbent of this position performs complex clerical support work and administrative tasks for the department/division head.The work performed is higher level in nature and requires good knowledge of the policies, functions and procedures of a department. This is primarily a clerical position where the work involves responsibility for updating, maintaining and organizing records and reports for the assigned division.Ability to interact with tenants, landlords, and supervisory staff; and exercise of independent judgment is a major aspect of the work.

TYPICALWORKACTIVITIES:(IllustrativeOnly)

• Performsadministrative andclericalworkinthe maintenanceofrecordsandfiles;
• Collectsandcompilesinformation,dataandstatisticalreports;
• Receives, sorts, indexes, and files: mail, bills, requisitions, ledger cards and other various documents and materials;
• Contactsandassiststenantsregardingmissing,incompleteorunsigned applications and lease agreements;
• Mayassistthecollectionsdepartmentwithtenantrentdisputesby reproducing and reviewing history of payment records with tenants to settle disputes;
• Mayattendandparticipateincourthearingsbyrecordingand/ordocumenting decisions, payment plans etc;
• Maycreateschedules for Section8 and publichousinginspections;
• May assist in the coordination, scheduling and documentation of inspections and re-inspections;
• Assists in maintaining inventories, records and other departmental ororganizational data;
• Maytype, record and mail inspection notifications, failed inspection and no show notices;
• Maycontactlandlordstoscheduleappointmentsfor inspections;
• Maintains and updates various databases including parking permits issued for tenants; insurance binders for all contractors or venders performing work on housing property etc.;
• May assist in the formal bidding and awarding of contracts to venders by providing clerical support;
• May assist in the maintenance of personnel records, payroll records, worker’s compensation forms, and other documents related to personnel administration;
• Receivestelephonecalls,makesappointments,andactsasreceptionist;
• May use computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments;
• Entersandretrievesinformationinanautomatedinformation system;
• Performsrelatedwork asrequired.

FULLPERFORMANCEKNOWLEDGE,SKILLS,ABILITIES,ANDPERSONALCHARACTERISTICS:

• Goodknowledgeof thefundamentals ofmodernofficepracticesandprocedures;
• Goodknowledgeof personalcomputers andofficeequipment;
• Knowledgeofofficerecordkeepingpractices;
• Abilityto planand organizeclerical work;
• Abilitytousecomputer;
• Abilitytouseapplicationssuchasspreadsheets,wordprocessing,calendar,e- mail and database software;
• Abilitytounderstand andfollowcomplexoralandwritten instructions;
• Abilitytoenterdata,maintain records, preparereports;
• Initiative;
• Accuracy;
• Abilitytoget alongwellwithothers;
• Physicalconditioncommensuratewith thedemandsoftheposition.

MINIMUMQUALIFICATIONS:

• Graduation from high school or possession of a high school equivalency diploma and two (2) years of satisfactory fulltime paid experience in an office environment; OR
• Anyequivalentcombinationoftrainingandexperienceasdefinedbythelimitsof

(A)above.

PROMOTIONAL FIELD:Two (2) years permanent competitive class status as a Keyboard Specialist or Receptionist and employed at the Albany Housing Authority atthe time of application and appointment.

SUBSTITUTION:

Satisfactory completion of 30 credits* or one year of post high school experience at a college or business school may be substituted for one year of the required experience.