Office Assistant

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Albany, NY, US

Salary: $47,191.28 Annually

OFFICEASSISTANT

(Albany Housing Authority )

DISTINGUISHING FEATURES OF THE CLASS:Under general supervision, an incumbent of this position performs complex clerical support work and administrative tasks for the department/division head.

The work performed is higher level in nature and requires good knowledge of the policies, functions and procedures of a department. This is primarily a clerical position where the work involves responsibility for updating, maintaining and organizing records and reports for the assigned division.

Ability to interact with tenants, landlords, and supervisory staff; and exercise of independent judgment is a major aspect of the work.

• Performs administrative andclericalworkinthe maintenanceofrecordsandfiles;
• Collectsandcompilesinformation,dataandstatisticalreports;
• Receives, sorts, indexes, and files: mail, bills, requisitions, ledger cards and other various documents and materials;
• Contactsandassiststenantsregardingmissing,incompleteorunsigned applications and lease agreements;
• Mayassistthecollectionsdepartmentwithtenantrentdisputesby reproducing and reviewing history of payment records with tenants to settle disputes;
• Mayattendandparticipateincourthearingsbyrecordingand/ordocumenting decisions, payment plans etc;
• Maycreateschedules for Section8and publichousinginspections;
• May assist in the coordination, scheduling and documentation of inspections and re-inspections;
• Assists in maintaining inventories, records and other departmental or organizational data;
• Maytype, record and mail inspection notifications, failed inspection and no show notices;
• Maycontactlandlordstoscheduleappointmentsfor inspections;
• Maintains and updates various databases including parking permits issued for tenants; insurance binders for all contractors or venders performing work on housing property etc.;
• May assist in the formal bidding and awarding of contracts to venders by providing clerical support;
• May assist in the maintenance of personnel records, payroll records, worker's compensation forms, and other documents related to personnel administration;
• Receivestelephonecalls,makesappointments,andactsasreceptionist;
• May use computer applications such as spreadsheets, word processing, calendar, e- mail and database software in performing work assignments;
• Entersandretrievesinformationinanautomatedinformation system;
• Performsrelatedwork as required.

• Goodknowledgeof the fundamentals ofmodernofficepracticesandprocedures;
• Goodknowledgeof personal computers andofficeequipment;
• Knowledgeofofficerecordkeepingpractices;
• Abilityto planand organizeclerical work;
• Abilitytousecomputer;
• Abilitytouseapplicationssuchasspreadsheets,word processing,calendar,e- mail and database software;
• Abilitytounderstand andfollowcomplexoralandwritten instructions;
• Abilitytoenterdata,maintain records, prepare reports;
• Initiative;
• Accuracy;
• Abilitytoget alongwellwithothers;
• Physicalconditioncommensuratewith thedemandsoftheposition.

• Graduation from high school or possession of a high school equivalency diploma and two (2) years of satisfactory fulltime paid experience in an office environment;
  OR
• Anyequivalentcombinationoftrainingandexperienceasdefinedbythelimitsof

(A) above.

PROMOTIONAL FIELD:Two (2) years permanent competitive class status as a Keyboard Specialist or Receptionist and employed at the Albany Housing Authority atthe time of application and appointment.

Satisfactory completion of 30 credits
* or one year of post high school experience at a college or business school may be substituted for one year of the required experience.