Office Clerk

Haelgin; Elgin (IL); On-site; USD 26,000 - 28,000; Part time

Job summary

Housing Authority of Elgin is seeking an Office Clerk to provide professional reception, clerical, and administrative support at Central Park Towers. The role serves as the first point of contact for residents, applicants, vendors, and the public.

Responsibilities include greeting visitors, answering calls, handling mail, maintaining records, assisting with housing paperwork, and coordinating meetings. Part-time schedule applies, with confidentiality and customer service excellence essential.

Qualifications

• High school diploma or equivalent.
• Minimum of one year in customer service or office experience.
• Proficiency in Word, Excel, Outlook and standard office software.
• Ability to operate standard office equipment.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and multitask in a fast-paced environment.

Responsibilities

• Serve as the first point of contact at the front desk for residents, visitors, applicants, vendors, and the public.
• Greet visitors, manage door entry, determine the nature of business, and direct them to staff.
• Answer and route incoming calls, respond to basic questions, and take messages.
• Receive, date stamp, and distribute incoming documents and correspondence.
• Sort and distribute mail and prepare outgoing mail.
• Assist applicants and residents with housing paperwork and follow up on outstanding items.
• Maintain electronic and paper filing systems.
• Prepare routine resident letters, notices, and forms using Microsoft Office.
• Assist with scheduling appointments and coordinating meetings.
• Receive and document resident work orders and track status.
• Order and maintain office supplies.
• Assist with scanning, copying, filing, and document management.
• Maintain confidentiality of applicant and resident information.
• Provide clerical and administrative support and perform other duties as assigned.

Skills

Customer service

Microsoft Word

Microsoft Excel

Outlook

Verbal and written communication

Multitasking

Education

High school diploma or equivalent

Job description

Is accepting applications for the position of

HAE is an Equal Employment Opportunity Employer

Hourly Rate: $19 -$20hr

Schedule: Part-time 8 AM- 5 PM: Monday, Wednesday, and Thursday

Position Overview:

This position provides professional reception, clerical, and administrative support to Central Park Towers. The Office Clerk serves as the first point of contact for residents, applicants, vendors, and the public, providing exceptional in-person and phone customer service. This position greets visitors, answers and directs incoming calls, processes incoming and outgoing correspondence, maintains records, assists applicants with general inquiries, and provides administrative support to all departments as needed. Regular attendance is essential to this position.

Essential Job Functions

• Serve as the first point of contact at the front desk for residents, visitors, applicants, vendors, and the public in a professional and courteous manner.
• Greet visitors, manage door entry, determine the nature of their business, and direct them to the appropriate staff member.
• Answer and route incoming telephone calls, including resident calls, respond to basic resident questions and general inquiries, and take accurate messages.
• Receive, date stamp, and distribute incoming documents and correspondence.
• Sort and distribute incoming mail and prepare outgoing mail.
• Assist applicants and residents with completing housing paperwork, route questions to the appropriate staff member, and follow up on outstanding paperwork.
• Maintain electronic and paper filing systems.
• Prepare routine resident letters, notices, reports, forms, labels, and other documents using Microsoft Office.
• Assist with scheduling appointments and coordinating meetings.
• Receive and document resident work orders, route them to the appropriate staff, and help track their status.
• Order and maintain office supplies.
• Assist with scanning, copying, filing, and document management.
• Maintain confidentiality of applicant and resident information.
• Provide clerical and administrative support.
• Perform other duties as assigned.
• Job Knowledge
• Initiative
• Commitment
• Professional Behavior
• Responsiveness and Accountability

Employees are expected to demonstrate professionalism, excellent customer service, sound judgment, accountability, confidentiality, and teamwork in all aspects of their work.

Education and Experience

• High school diploma or equivalent required.
• Minimum of one (1) year of customer service, receptionist, or general office experience preferred.
• Proficiency in Microsoft Word, Excel, Outlook, and other standard office software.
• Ability to operate standard office equipment.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and multitask in a fast-paced environment.

Note

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The Housing Authority of Elgin reserves the right to modify or assign other duties as needed.