Office Specialist - Housing Authority

Marion County; Salem (OR); On-site; USD 42,000 - 64,000; Full time

Job summary

Marion County is seeking a qualified administrative support professional to perform highly technical clerical tasks and HQS inspections for the Housing Choice Voucher program. Training provided for HQS/NPSIRE Inspector responsibilities and adherence to HUD standards is expected.

The role requires accurate data entry, document interpretation, and the ability to interact with staff, landlords, and participants. A valid driver’s license and willingness to pass a background check are required.

Qualifications

• Graduation from senior high school; AND
• Two years of general office experience, including at least one year of experience utilizing a variety of computer software programs; OR
• Any equivalent combination of experience and training that demonstrates possession of the required knowledge, skills and abilities.

Responsibilities

• Monitors and prioritizes projects and assignments for office staff; provides backup support to staff when needed.
• Processes complex or technical materials such as legal forms, formal documents, and records where specific procedural requirements are somewhat complicated, and where accuracy and effectiveness are critical to conform with labor contract or laws.
• Operates complex office equipment; may serve as liaison with service and vendor personnel on maintenance issues; reconciles routine problems by consulting technical manuals.
• Maintains files of stored documents; updates and purges files according to division/department guidelines; consults with program and office staff to establish, revise clerical systems, files, and recordkeeping procedures.
• Provides complex or technical information which requires interpretation of office or program policies and procedures; meets and greets the public and directs individuals to appropriate staff.
• Examines complex or technical documents and records for completeness and accuracy; interprets data for input to program formats; determines necessary changes or additions to data; enters complex data.
• Read, interpret, and implement HQS, HUD regulations, building codes, and MCHA policies.
• Conduct HQS inspections of units used by participants in the Section 8 program to determine physical condition and conformance to HQS/HUD guidelines; identify and record violations/needed repairs.
• Complete inspection reports on a timely basis; perform follow-up inspections to ensure repairs are completed prior to contract commencement or continuance.
• Schedule and perform HQS Bi-Annual, Special and Re-inspections for the Section 8 Housing Programs.
• Deal tactfully with and maintain effective working relationships with co-workers, landlords, program participants, the public.
• Performs other related duties as assigned.

Education

High school diploma

Job description

GENERAL STATEMENT OF DUTIES

Independently performs administrative support activities, of a complex or highly technical clerical nature which requires advanced or specialized training and skills. Other duties include Housing Quality Standards (HQS) Inspector /NPSIRE Inspector, (training will be provided), which inspects rental properties of participating properties in the Housing Choice Voucher program, to ensure they meet the health and safety Housing Quality Standards established by HUD.

SUPERVISION RECEIVED

Works under the general supervision of a higher-level administrative or professional employee, who assigns work, sets goals and reviews work for conformance to office standards and compliance with department goals.

SUPERVISION EXERCISED

Supervision of other employees is not a responsibility of positions in this classification.

• In consultation with supervisor, monitors and prioritizes projects and assignments for office staff; provides backup support to staff when needed.
• Processes complex or technical materials such as legal forms, formal documents, and records where specific procedural requirements are somewhat complicated, and where accuracy and effectiveness are critical to conform with labor contract or laws.
• Effectively operates complex equipment and office machinery; may serve as departmental liaison with service and vendor personnel on maintenance issues; reconciles routine problems by consulting technical manuals.
• Maintains files of stored documents; updates and purges files according to division/department guidelines; consults with program and office staff to establish, revise clerical systems, files, and recordkeeping procedures to meet specific program needs.
• Provides complex or technical information which requires the interpretation of office or program policies and procedures to facilitate office operations or assist the public; meets and greets the public and directs individuals to appropriate staff.
• Examines complex or technical documents and records for completeness and accuracy; interprets data for proper input to program formats; determines necessary changes or additions to data gathered or entered; enters complex or technical data.
• Read, interpret, and implement HQS, HUD regulations, building codes, and MCHA policies.
• Conduct HQS inspections of units utilized by participants in the Section 8 program units to determine their physical condition and conformance to applicable HQS regulations and HUD guidelines. Identify and record violations/needed repairs.
• Complete inspection reports on a timely basis.
• Perform follow-up inspections to determine that required repairs are completed prior to contract commencement or continuance.
• Schedule and perform HQS Bi-Annual, Special and Re-inspections for the Section 8 Housing Programs.
• Deal tactfully with and maintain effective working relationships with co-workers, landlords, program participants, the public.
• Performs other related duties as assigned.

EXPERIENCE AND TRAINING

1. Graduation from senior high school; AND
2. Two years of general office experience, including at least one year of experience utilizing a variety of computer software programs; OR
3. Any equivalent combination of experience and training that demonstrates possession of the required knowledge, skills and abilities.

SPECIAL REQUIREMENTS

• Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Must be insurable at standard rates. Marion County will obtain a copy of the driving record for selected applicants from Driver and Motor Vehicle Services.
• The finalist for this position may be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position is not represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, days, with flexibility depending on the needs of the department and program.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling and grammar; arithmetic, clerical/accounting principles and processes.

Some knowledge of supervision and training techniques; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending on assignment of duties and responsibilities.

Substantial skills and abilities to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients and others in a courteous, professional manner; comprehend and adhere to oral and written instructions, communications and procedures; apply basic principles, policies and procedures to specific work assignments; operate modern office equipment; type or operate the keyboard of specific office equipment accurately and at an acceptable rate of speed; teach other staff particular work assignments and the operation of sophisticated office equipment.

PHYSICAL REQUIREMENTS

Operates a motor vehicle; sees using depth perception; stands; sits; moves about the work area; bends forward; stoops; climbs stairs; crawls; reaches overhead; lifts up to 30 lbs.; pushes/pulls and moves carts weighing up to 50 lbs.; carries items; operates a keyboard; uses rapid mental/eye/hand coordination; speaks clearly and audibly; reads a 12 pt. font; distinguishes colors and shades; hears a normal level of speech; works with around noise; wet and uneven areas; exposure to chemical; heat, cold, humidity and dust; possible risk of exposure to OSHA Blood/Body Fluid (BBF) exposure; must be able to operate a variety of machinery and equipment including office equipment such as computers, fax machines, and copy machine; repetitive motions are essential.