Jobs Plus Administrative Clerk

ROCKFORD HOUSING AUTHORITY

Job Description

Jobs Plus Administrative Clerk

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REPORTING RELATIONSHIPS UNION: AFSME Level 6

DEPARTMENT: HUMAN SERVICES

SUPERVISOR: Under the general supervision of the Jobs Plus Program Manager (or designee)

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The Administrative Clerk is an integral role for the Jobs Plus staff. This person is the face of the welcome desk and provides the first level of information for people who visit the RHA Jobs Plus office. They will be responsible for managing calendars, orders and inventories supplies. Attends to the reception area of the building, and answers the main Jobs Plus phone line, which often includes questions about Jobs Plus programming and initiative as a whole. The Administrative Clerk is a key part of planning, program service delivery and execution for the team. They will also coordinate with the Jobs Plus staff who work with the Jobs Plus Program throughout RHA Low Income Public Housing developments.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Ensure that various administrative tasks are completed in an effective and efficient manner, including copying, reviewing outside mail, coordinating outgoing mail, drafting correspondence, screening phone calls, and maintaining both electronic and hard copy program files as needed. File management responsibilities include handling confidential and otherwise sensitive company documents.
2. Answer a multi-line phone system and properly route incoming calls in a professional, courteous, and helpful manner.
3. Provide clerical/administrative support to Jobs Plus program management and staff.
4. Under direction of Director of Human Services and Jobs Plus Manager, process/compose

correspondence/reports in a timely manner. Create and modify documents using Microsoft Office

applications.

1. Assist with maintaining monthly status reports on clients' progress and assist with required data reporting to HUD.
2. Assist in the preparation of information for funding sources and government agencies.
3. Work collaboratively with a team of administrative staff and property management staff in supporting the efforts and needs of other departments, providing assistance as assigned and in a team-oriented approach.
4. Assist with maintaining office equipment, (telephones, copiers, faxes, etc.) and respective service contracts. Research, price, and purchase office furniture and supplies. Liaise with all vendors, maintaining the vendor list, and scheduling vendors for services, as needed and approved by Program Manager and Director of Human Services.
5. Arrange training for new employees on use of office equipment and standard office procedures including computer use, such as email use and policy, technical navigation and problem solving. Work with IT department to resolve computer and service problems.
6. Assist with organizing meetings and arranging conference space while maintaining the appearance and general organization of the office area.
7. Participate in planning and organizing special events.
8. Attend and participate in all staff meetings and in-service trainings, as assigned.
9. Participate in promoting a safe, healthy and clean working environment at all times consistent with applicable laws, industry standards and RHA's safety plan.
10. Complete and submit accurate time sheets and absence reports to program management in a timely manner.
11. Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment RHA strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization's mission, philosophy, policies and procedures.

QUALIFICATIONS

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, skills and/or abilities 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. 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.
5. 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.

DESIRED QUALIFICATIONS:

Experience in administrative functions within a structured social service program is desired.

Experience in working with private and public industries in the community.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Some travel between RHA owned sites is necessary.

PHYSICAL DEMANDS

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.

Current Openings for Jobs Plus Administrative Clerk Jobs at Rockford Housing Authority