Kandiyohi County Housing and Redevelopment Authority

Public Housing Office Assistant

Job Description

The Public Housing Office Assistant provides administrative support for the Public Housing Program acting as the front-line contact for applicants, residents and the general public to supply information and answer questions.  Under the direction of the Public Housing Specialist, the position assists in collecting and verifying information for applications and recertifications, prepares lease documents, enters information into the program software and prepares files for the Housing Specialist’s review and approval. This is an in-office position and works at the Lakeview Apartments' office in Willmar, MN.

REPORTS TO:         This position directly reports to the Public Housing Specialist

MINIMUM QUALIFICATIONS/REQUIRED KNOWLEDGE AND ABILITIES:

1. Minimum High School Diploma or GED plus one year post high school education in secretarial/clerical field and two years related work experience or a combination of related post high school education and work experience beyond the high school diploma or GED to meet the minimum qualification. 
2. Must be able to proficiently operate general office equipment (copy machine, calculator, fax machine) and personal computer using Microsoft Office programs and program specific Yardi software.
3. Must have strong organizational skills that demonstrate the ability to prioritize work and pivot when needed due to unforeseen circumstances to keep processes moving, meet recertification deadlines and maintain public housing occupancy at 98%.
4. Must have strong attention to detail skills that demonstrate the ability to self-check work to catch errors, correct errors and present work to supervisor that is accurate and free of errors.
5. Be able to read, interpret and be knowledgeable of organizational policies and procedures and perform job duties according to policies and procedures.
6. Must have a reliable mode of transportation, Minnesota Driver’s License, car insurance and be able to attend out of area training when necessary.
7. Must pass a satisfactory criminal background check.
8. Must be able to interact in a calm, friendly and professional manner with members of the public and with diverse populations.
9. Must have effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, HRA clients and the general public.
10. Must be punctual and have regular job attendance during scheduled work hours.
11. Must have the ability to make accurate mathematical computations.
12. Must be proficient in English verbal and written communications.
13. Must demonstrate continued responsible management of entrusted company time, property and internet/email privileges. 
14. Must have the ability to maintain confidential data.

JOB FUNCTIONS:

1. Perform job duties according to the HRA’s policies, procedures, and supervisor’s direction.
2. Assist the general public by answering the phone, greeting walk-ins, taking and distributing messages and providing information and applications for services as necessary.
3. Type letters, notices and other tenant correspondence as requested.
4. Assist in maintaining and updating program waiting list information and other database information as requested.
5. Assist Supervisor in screening clients for services eligibility as directed (conducting reference checks, faxing/emailing/mailing out verifications, sorting incoming verifications, etc).
6. Assist Supervisor in completing annual and interim tenant recertifications as directed to determine tenant’s continued program assistance.
7. Maintain records and files as requested.
8. Schedule appointments as requested.
9. Assist with special projects as requested.
10. Perform other job related duties as assigned or apparent.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

1. Position work is generally performed in an office setting. Work requires interacting with the public, preparing and analyzing written or computer data. 
2. Activities that occur frequently (5-7 hours) are talking, hearing, using near vision, depth perception, visual accommodation, color vision and peripheral vision, sitting, using fingers, wrists and hands for handling and fine manipulating, using both feet individually or at the same time.
3. Activities that occur occasionally (1-3 hours) are standing and walking.

The Kandiyohi County HRA is an equal opportunity employer.