67-Day Temporary Receptionist

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Accountable To: HCV Programs Manager

Band: A

Grade: 1

Subgrade: 3

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes.

The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: This is a broad entry level class responsible for performing routine office support duties requiring incumbents to follow clearly established and defined procedures.

Distinguishing Characteristics: The Administrative Support Assistant is the first-level of a four-level administrative support series and is distinguished by its responsibility for performing routine office support duties requiring incumbents to follow clearly established and defined procedures,

Position Summary: Incumbents are responsible for answering telephones; directing calls and taking messages; greeting and directing visitors; providing routine information; performing data entry; and receiving and routing documents as appropriate.

Duties:

• Answers telephones and email, acts as primary Receptionist for HCV inquiries; answers initial inquiries from tenants, general public, and other agencies. Performs front desk and telephone duties as per the prescribed HCV Department procedures. Transfers phone calls to the appropriate individual.
• Performs applicable assigned office support functions for HCV Department as instructed. Such duties include, but are not limited to, stuffing envelopes, folding and mailing applications, open returned mail, mailing requested information material, pulling Enterprise Income Verification (EIV) reports and re Portal reports for all upcoming annual recertification's, prepping annual recertification packets with annual application documents and inspections information, making copies of regularly used forms, filing, and other miscellaneous projects.
• Provides support to staff such as ordering office supplies, ordering special supplies pertinent to filing and rent roll processing, and assists with generating and mailing inspection letters
• Maintains Information Retention and Document Imaging Process.
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
• Performs other duties of a similar nature or level.

Requirements

Knowledge (position requirements at entry):

Knowledge of:

• Basic record keeping practices;
• English grammar and punctuation.
• General office policies and procedures

Skills (position requirements at entry):

Skill in:

• Demonstrated proficient in using a computer and related software applications; specifically Microsoft Excel, Microsoft Word and Adobe Acrobat;
• Using computers and related software
• Receiving, reviewing and organizing applications, forms and other documents;
• Maintaining accurate files and records;
• Communication,…