Administrative Specialist, Inspections

3 weeks ago Be among the first 25 applicants

Responsible for general administrative duties which include a variety of complex department support functions. Responsible for maintaining Inspection Department systems. Reports to the Housing Choice Voucher Program (HCVP) Inspections Manager and/or Assistant Team Leader.

• Greet visitors and receive telephone calls, routing them to the appropriate team member(s) utilizing good customer service skills and techniques.

• Receive, log, sort, and distribute forms, letters and other documents that are mailed, hand-delivered and/or received by fax in the department. Check Inspection department fax machines regularly for documents and distributes them accordingly.

• Receive completed inspection reports from Inspectors, review for accuracy and ensures that data into the Elite system has been completed, logs copies for client files, and forwards to team to file inspection reports in client files.

• Establish and maintain systems to contact and schedule client or landlord actions (i.e., inspections, re-inspections and appointments).

• Document and adjust schedules when clients or landlords request appointments and inspections to be re-scheduled.

• Establish systems and schedules for inspections, mail notification letters (with a copy to client files), and document client and landlord files with correspondence, forms and inspection reports.

• Compose routine correspondence including letters, memoranda and reports.

• Coordinate with the HCVP Department Administrative Assistant the department’s procurement of supplies and services, including the following related tasks:

• Submit departmental supply orders for approval and maintains records of all purchases.
• Maintain an adequate inventory of office supplies for the department.

• Open stamp, sort and route daily mail, faxes and files incoming and outgoing correspondences as assigned.

• Develop and manage departmental filing system (including purging files).

• Maintain various systems, records, files, reports and documents in an accurate and timely manner.

• Manage the day to day activities of the department to ensure efficient work flow functions with other departments in the agency.

• Keep Elite system files accurate and up-to-date; make routine and complex computer data processing entries.

• Assists in preparation of operating budgets, reports, etc.

• Receive complaints from Houston Housing Authority residents and the general public, resolve them or make referrals to appropriate individuals.

• Perform general clerical duties inclusive of typing, filing, computer data entry, and the operation of general office equipment.

• Perform other duties as assigned and/or required.

• Knowledge of laws, regulations and policies governing Houston Housing Authority’s Voucher programs.

• Knowledge of HUD Housing Quality Standards (HQS), inspection procedures and Houston Housing Authority HCVP policies and procedures.

• Knowledge of Houston Housing Authority organizational functions, and general operating policies and procedures.

• Knowledge of secretarial practices and procedures, business English, spelling and punctuation.

• Skilled in operating computer equipment and general office machines such as personal computer, copier, projection equipment, audio/video and adding machine.

• Skilled with Windows or compatible using Microsoft Office Products (Word and Excel).

• Ability to type accurately, 35 words per minute minimum typing speed.

• Ability to communicate clearly and concisely, orally and in writing.

• Ability to compose memoranda and letters.

• Ability to create and maintain an alpha and/or numeric filing system.

• Ability to organize complex tasks, carry them out under intense time constraints and perform duties accurately without constant supervision.

• Ability to understand and follow oral and written instructions.

• Ability to deal effectively with the public, and establish and maintain effective working relationship with other employees and observe Houston Housing Authority protocol.

• The employee performs several related routine and generally repetitive…