Administrative Clerk - Development

PRIMARY RESPONSIBILITIES: Performs a variety of Office Management tasks, with emphasis on personal computer, word processing, copying, maintaining contract/grant filing system, telephone, and incoming/outgoing communications. This shall include all Capital Fund Program grants as well as various operations contracts and/or purchases. The incumbent is responsible for the maintenance and management of data entry to any housing authority, HUD, or development software systems. Develops and maintains spreadsheets, assists with account reconciliations, processes and prints various financial reports.

The incumbent gives no supervision but is able to work independently with little to no supervision, and may be required to provide training to newly hired Clerk Typists or Administrative Clerks.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law. Other duties may be assigned.

1. Performs duties of department Receptionist, which includes managing all incoming/outgoing calls and communicating with visitors of the department.
2. Maintain office filing system.
3. Transcribes and types department correspondence.
4. Performs photocopying and faxing duties for department personnel.
5. Sorts and distributes both incoming and outgoing mail.
6. Prepares and distributes informational flyers, ads, or resident correspondence.
7. Maintains office supplies inventory.
8. Prepares applications and contract documents for submission to HUD for approval.
9. Scheduled, coordinates, and attends meetings with Director (or designee) to assist and take minutes.
10. Performs delivery and pickup of contracts, prints, specification books, etc.
11. Notary commission for notarizing contracts and other legal documents.
12. Controls key distribution. Includes maintaining key assignment ledger and assuming responsibility for passing out and collecting development keys from department personnel and contractors.
13. Tracking blueprints and specification and maintaining flat storage ledger.
14. Duties may be subject to change upon HUD requirements and the workload of the Department.

QUALIFICATION REQUIREMENTS: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The position requires the ability to work with a personal computer in a Windows environment, utilizing word processing and spreadsheet applications such as Word, Excel, Outlook and Access, as well as HUD-related software. Must be able to accurately type at least 40 words per minute.
2. Must be able to communicate clearly and effectively, both orally and in writing, using business English, spelling, grammar and punctuation.
3. Ability to manage multiple demands to accomplish tasks in accordance with established requirements.
4. Operate office machines, including but not limited to typewriter, copier, fax machine, transcriber.
5. Understand and follow written and oral instructions.
6. Prepare basic reports and correspondence.
7. Maintain a contract/grant filing system.
8. Capable of working independently, and in harmony with others.
9. Ability to manage multiple demands to accomplish tasks in accordance with established requirements.
10. Must possess a valid driver's license, be insurable by RHA, and able to provide personal transportation as needed to perform duties (reimbursement will be made per RHA Travel Policy). Copy of current driver's license must be on file in Human Resources. Copy of personal vehicle liability insurance must be on file in Human Resources if operating personal vehicle while on RHA business.
11. Ability to maintain adequate attendance, and a neat, clean appearance in accordance with RHA Personnel Policy.

EDUCATION and/or EXPERIENCE: High school education or equivalent, with one (1) year of successful work experience in a related clerical position preferred.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts.

The noise level in the work environment is usually moderate.

Current Openings for Administrative Clerk Development Jobs at Rockford Housing Authority