Office Specialist (Property Management

Office Specialist

The Office Specialist in the Property Management & Maintenance Department will work on site. The Office Specialist provides support to Property Manager at the assigned work location such as answering phone calls, answering tenant inquiries, processing payments, coordinating meetings with external parties, and other duties as assigned. Knowledge of Microsoft Office and previous experience providing clerical support in a Property Management environment is highly preferred.

Candidate must have strong verbal and written communication skills, ability to independently prioritize tasks, be detail-oriented, adaptable and a team player.

Incumbents at this level provide specialized and technical administrative and office support work for an assigned program or department. Successful performance of the work requires the use of tact, discretion, and independent judgment as well as knowledge of departmental activities. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with staff and the public, as well as performing various research functions.

Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Examples of essential job functions include performing technical office and administrative support duties for an assigned department; attending to a variety of office administrative details; preparing and assembling reports, memoranda, correspondence, agreements, contracts, legal documents, technical charts, work orders, and other informational materials; verifying and reviewing forms and reports for completeness and conformance with established regulations and procedures; compiling information and data for administrative, statistical, and financial reports;

screening calls, visitors, and incoming mail; coordinating and integrating department services and activities with other Commission departments and outside agencies; maintaining calendars and making meeting arrangements; gathering, assembling, updating, and distributing a variety of department or Commission specific information, forms, records, and data as requested; monitoring and requesting orders for office and other related supplies; assisting in the minor maintenance of office equipment;

operating a variety of standard office equipment; and performing other duties as assigned.

Qualifications include knowledge of departmental practices and procedures and applicable Commission policies; applicable Federal, State, and local laws, codes, regulations, and departmental policies, technical processes, and procedures; principles and practices of data collection and report preparation; modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications; principles of business letter writing and record-keeping;
English usage, spelling, vocabulary, grammar, and punctuation; and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff. Ability to perform responsible clerical and secretarial support work with accuracy, speed, and minimal supervision; interpret and apply administrative and departmental policies and procedures; understand the organization and operation of the Commission and of outside agencies as necessary to assume assigned responsibilities;

respond to and effectively prioritize multiple phone calls and other requests for service; compose correspondence and reports independently or from brief instructions; make accurate arithmetic computations; organize, maintain, and update office database and records systems; file materials alphabetically, chronologically, and numerically; organize own work, set priorities, and meet critical time deadlines; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work;

operate modern office equipment, including computer equipment and word-processing, database, spreadsheet, and other software applications programs; use English effectively to communicate in person, over the telephone, and in writing; use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; and establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and experience equivalent to the completion of the twelfth (12th) grade, and one (1) year of office administrative or secretarial experience is required. Some assignments may require the possession of, or ability to obtain, certification as a Notary Public.