The Jacksonville Housing Authority is an equal opportunity employer/affirmative action employer. It is the policy and the intent of the Jacksonville Housing Authority to provide equality of opportunity in employment for all persons and in all aspects of its personnel policies, programs, practices, operations, and in all its working conditions and relationships with employees and applicants for employment. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, age, disability, genetic information, veteran status, or any other protected class status applicable under state or federal law.PositionJob Title: Clerical Support Aide-SeniorFLSA Classification: Non-ExemptEEO Classification: ClericalSalary/Pay Grade: $15.00Reports to: HCV Operations ManagerJob DescriptionJob Summary Serves as the initial point of contact between the client and the staff members of the HCV Department. Regularly assists the clients and residents, thus taking the necessary action(s) to address and resolve issues or concerns. The ability to communicate effectively with the public and to perform tasks timely and accurately is essential in achieving success in this position.Essential Job FunctionsData entry, filing, and receiving information from residents and/or applicants.
- Obtaining and verifying family income and membership changes, including obtaining required proof of income, citizenship verifications, etc.
- Drafting and mailing of routine correspondence like denial letters.
- Drafting contract amendments, reexamination reviews, requests for additional information, etc.
- Conducting briefings with residents and/or applicants.
- Running background reports through the Online rental exchange system.
- Inputting resident and/or applicant demographics into the Yardi system and update memos.
- Scanning files into the File Vision system and releasing files to property managers or other JHA employees.
- Assists management and staff with the selection process (including the preparation of envelopes and selection letters).
- Supports in position's capacity all Jacksonville Housing operating departments.
- Reviews and checks assigned reports, applications, and other documents for corrections and completeness where uncomplicated determinations are required.
- Opens, time stamps, sorts, numbers, and distributes mail.
- Addresses, stamps, and mail envelopes and other mail.
- Sorts, indexes, and file checks, vouchers, requisitions, or other materials numerically, alphabetically, or according to other predetermined classification, and maintains such files.
- Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
- Supports all department activities, works as a team member, serves as back-up for other department staff as needed, and performs other duties and responsibilities as assigned
MINIMUM QUALIFICATIONSEducation and ExperienceHigh school diploma or G.E.D. Certification plus one (1) year of experience in data entry and general clerical work. Must have experience using computers and maintaining files. Required Knowledge, Skills, and Abilities
- Knowledge of the operation of computers and software.
- Knowledge of the public agencies that provide assistance and services to residents, including some knowledge of eligibility requirements.
- Effective communication skills, both verbal and written.
- Ability to draft business communications.
- Ability to generate records, receipts, and reports efficiently using a calculator and computer software.
- Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.
- Ability to manage multiple priorities and multiple demands accomplish tasks in accordance with established requirements.
- Skilled in analyzing situations to identify problems and offer possible solutions.
- Skilled in communicating with all types of people in a wide variety of situations.
Core Competencies Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and successfully conveys a sense of urgency and brings issues to closure and persists despite obstacles and opposition. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers. Effective Communication: Ensures important information is passed to those who need to know; conveys the necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys an understanding of, the comments and questions of others; and listens effectively. Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work and does a fair share of work. Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts the success of team above own interests; supports everyone's efforts to succeed; attends, supports, and participates in all team building exercises and events. Adaptable/Flexible Skills: Ability to work additional hours if required and work with pressing deadlines. Proactively seeks work assignments when current assignments are completed-takes initiative. Physical DemandsThe 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. To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; attending on-site and off-site meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) pounds.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. The work is primarily conducted in an office environment, with interaction with external/internal clients. Other: Must possess a valid driver's license and be insurable by Jacksonville Housing.Position Reports to HCV Operations ManagerLeadership Accountability NoSupervisory Accountability NoOrganizational Accountability NoFinancial Accountability NoCustomer Accountability Interfaces with customers internally and externally. We anticipate hiring at the minimum of the respective pay grade per contractual obligations.We are an EOE & DFWP. A successful applicant will be required to pass a background check including but not limited to, employment history, criminal record and driving record, and may be subject to a pre-employment drug screening. This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.