Office Assistant

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

Job summary

The Albany Housing Authority in Albany, NY, is seeking an Office Assistant to perform clerical support for the department head. You will maintain records, handle correspondence, and assist tenants, landlords and staff with information requests.

Under general supervision, you will organize files, prepare reports, manage calendars, and use spreadsheets and word processing tools. A high school diploma and two years of office experience are typical requirements.

Qualifications

• High school diploma or GED and two years of full-time office experience.
• Or an equivalent combination of training and experience as defined by the rules.

Responsibilities

• Performs administrative and clerical work in the maintenance of records and files.
• Collects and compiles information, data and statistical reports.
• Receives, sorts, indexes, and files mail, bills, requisitions, ledger cards and other documents.
• Contacts and assists tenants regarding missing, incomplete or unsigned applications and lease agreements.
• Maintains inventories, records and other departmental data; supports scheduling and inspections.

Skills

Office procedures

Data entry

Organization

Communication

Education

High school diploma or GED

Tools

Office equipment

Computers

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

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 Section8and 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.