Salary: $20.58 HourlyLocation : PA, PAJob Type: Full-timeJob Number: 6442004Department: Community Planning & Economic DevelopmentDivision: Lead Safety and Community Development.Opening Date: 10/22/2024Closing Date: 1/22/2025 11:59 PM EasternFLSA: Non-ExemptBargaining Unit: 6000Applicants must possess valid employment authorization to work in the United States.Applicants must have the ability to work on-site at City of Lancaster, Pennsylvania locations. Primary Functions and Job Details This position is responsible for customer service, processing documents, and providing clerical support for the Office of Healthy Homes. Examples Of Essential Duties
- Follows safe practices in the performance of duties.
- Performs receptionist duties such as greeting visitors, directing individuals to proper meeting locations, receiving documents, and screening and routing telephone calls, including the use of translation services when necessary.
- Performs clerical duties such as typing, faxing, copying, and scheduling appointments.
- Operates office computer for data entry, retrieval and word processing.
- Composes routine letters, form letters, departmental reports and other memos.
- Files and retrieves materials by systemically sorting and storing documents alphabetically, numerically, chronologically, or using similar filing methods.
- Receives applications, documents, forms, and fees directly from the public and screens, sorts, and assembles for further processing.
- Opens and sorts mail.
- Provides the appropriate applications and paperwork to landlords, tenants and homeowners. Answers questions related to the Lead Hazard Control, Healthy Homes and Critical Repair program, and other programs as assigned.
- Maintains required records for all Local, State and Federal funding administered by the Office of Healthy Homes.
- Assists onsite with Risk Assessments, and types notes taken into Excel sheet with XRF readings. Pre-fills reports and forms.
- Provides back-up and overflow support to Administrative Assistant.
- Provides clerical support for all members of the Office of Healthy Homes, and the Bureau Chief of Health as assigned.
- Assists participants in filling out applications and submitting supporting documents. Helps provide preliminary program screening and eligibility.
- Assists in marketing and outreach efforts to support all programs.
- Organizes and tracks the use of office supplies and equipment and places orders as needed.
- Receives, organizes and submits invoices for contractor payment, relocations, dust wipe lab services, equipment, office supplies, outreach materials and other items as required.
Typical QualificationsEducation, Training and Experience
- Graduation from High School or completion of a GED is required, preferably with courses in typing and business procedures and practices
- One year of clerical experience.is required
Licenses and Certificates
- Possession of a valid Pennsylvania State Driver's License is required
Other InformationEnvironmental Conditions
- Indoors, environmentally controlled.
- Outdoors on occasion, for Risk Assessments and Outreach Events.
Safety Equipment Used or Needed
Comments
- Skills Assessment required.
- Bi-lingual skills preferred (especially Spanish or Swahili)
- Requires dealing with angry or upset individuals on an occasional basis.
- Lift up to 10 lbs.
- This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.
Knowledge, Skills and Abilities
- Knowledge of safe practices related to an office setting.
- Knowledge of practices related to local, state and federal housing programs.
- Knowledge of operation of standard office equipment such as personal computer, scanner, fax machine and copier.
- Knowledge of modern office management procedures, practices and equipment.
- Knowledge of office automation.
- Knowledge of business mathematics.
- Proven proficiency in Microsoft Office (or similar) suite of tools (Word, Excel, File Explorer and Outlook). Munis experience is welcomed.
- Ability to perform data entry and retrieval.
- Ability to provide information, both in person and over the telephone, in a courteous, friendly and firm manner.
- Ability to keep complex records, to assemble and organize data and to prepare reports from collected data.
- Ability to learn the regulations, procedures and activities of the Office of Healthy Homes and Bureau of Health.
- Ability to file, numerically and or alphabetically.
- Proven ability to multi-task.
- Proven ability to maintain strict confidentiality of all information is required.
- Proven ability to use tact and discretion when dealing with highly sensitive information.
- Proven ability to meet deadlines
- Proven ability to plan and organize work schedule
- Proven ability to maintain routine records.
- Positive interpersonal skills
- Ability to write and organize correspondence.
- Ability to operate a vehicle on private and public streets.
- Proven ability to read, write, speak, and comprehend written or oral instructions in English.
- Ability to read, write, speak, and comprehend Spanish preferred.
- Proven ability to work as part of a team and to collaborate successfully with others.
- Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations
- Proven ability to exhibit customer-centered behaviors and to focus on customer needs
- Proven ability to commit to excellence in service and to continuous improvement
- Willingness to adhere to the City of Lancaster's commitment to Quality, Teamwork, Integrity and Respect.
The City of Lancaster offers a comprehensive benefit package to benefits-eligible positions. Medical (PPO and HDHP/HSA options), Dental, Vision, Life Insurance, FSA, Critical Illness and Accident Insurance, Pension(s), 457 Deferred Compensation, Sick, Vacation, Personal Time, as well as 13 Paid Holidays for non-essential positions (Bonus days given in lieu of holidays to essential positions).