Essential Duties and Responsibilities
The statements below are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
- Works with the Supervisory Housing Program Specialist to ensure that the needs of the staff are being met; and keeps the supervisor informed as needed;
- Assembles and mails recertification packages; prepares and mails correspondence as directed; accepts, date stamps, and distributes incoming mail; notes incoming mail in automated system, including data entry and scanning documents; re-mails returned correspondence as necessary;
- Accepts and reviews new lease-up document requests (e.g. rent reasonableness, if rent is reasonable, is family paying more than 40% of income, validating ownership and/or management agreement with the owner of record, making request for initial inspection) for tenancy for completeness; follows up with participants and owners as needed based on a system generated assessment;
- Responds to public, participant, and owner inquiries with general information and assistance regarding the HCVP and the Housing Programs Division;
- Receives incoming telephone calls and e-mail inquiries, ascertains the purpose of the calls/inquiries and utilizes judgment to determine which calls/e-mails can be responded to personally, which can be directed to the supervisor and which can be referred elsewhere;
- Enters and retrieves data from the computer system(s); performs basic research and fact-gathering assignments, including but not limited to pulling files and historical documents; compiles information for reports; and provides information and assistance to DCHA employees, participants and owners;
- Ensures appropriate Housing Program staff members are notified of scheduled hearings;
- Assists in setting up receivables;
- Prepares draft replies to general correspondence for supervisor’s review; provides clerical support to various staff members; assists with the preparation of documents for bulk mailings, typing, filing, and other distributions;
- Files and keeps organized accurate Housing Programs Division records; performs document scanning as needed;
- Ensures that adequate forms and documents, as utilized by staff, are readily available for usage and are professionally reproduced;
- Types forms and other administrative materials as needed;
- Tracks staff leave; prepares time and attendance for the division; and upon request, conducts related audits;
- Receives, logs, and tracks complaints and subsequent actions; reviews and maintains various logs;
- Supports HCVP front desk with assisting participants and landlords as needed;
- Performs other related duties as assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job Competencies
- Knowledge of and experience in the use of policies relative to administrative planning and the coordination of management activities
- Considerable knowledge of the organization and functions of the District of Columbia Housing Authority
- Knowledge of Housing Choice Voucher Program rules and regulations
- Considerable knowledge of grammar, spelling, and punctuation sufficient to draft non-technical correspondence and to correct obvious errors in typed reports, memoranda correspondence, etc
- Considerable knowledge of filing systems sufficient to organize and maintain records and files of the office
- Basic skill in operating office equipment
- Ability to apply correspondence rules
- Strong customer service skills
- Strong oral and communication skills
- Basic mathematic and numerical skills
Education and/or Experience
High School diploma or equivalent from an accredited school; at least 4 four years’ related experience and/or training; or the equivalent combination of education and experience which meet the minimum qualifications requirement may be substituted.
The District of Columbia Housing Authority (DCHA) conducts pre-employment screening on specified positions, which may include but is not limited to a criminal background check, drug and alcohol testing, verification of academic credentials, licenses, and certifications, and/or verification of work history.
This position has been designated by the department to require a drug and alcohol screening and background check. Finalist(s) for this position will be subject to drug and alcohol testing and will be required to consent to a pre-employment background check as a condition of employment.
Technical Skills
To perform this job successfully, an individual must have strong working knowledge of the use of personal computers and various software packages such as Microsoft Word, Excel, and Outlook; and must be able to learn other computer software programs as required by assigned tasks. Must be able to operate common office equipment
SUPERVISORY CONTROLS
The incumbent works under general supervision. The supervisor makes assignments by providing instructions, defining objectives, priorities and deadlines, and assists the incumbent with unusual situations. The incumbent plans and carries out successive steps of assignments, handling problems and deviations in the work in accordance with instructions, policies, procedures and previous training.
Completed work is reviewed for accuracy, completeness, and adherence to instructions, procedures, and policies.
GUIDELINES
Guidelines used include, but are not limited to clerical procedures and instructions and governing DCHA policies and procedures. Incumbent uses judgment in selecting and most appropriate guidelines, references and procedures for application and making minor deviations to adapt the guidelines to specific assignments. The incumbent seeks supervisory assistance when significant deviations are required.
COMPLEXITY
The work consists of duties with related steps and processes. Actions to be taken differ in such areas as sources of information and differences in tasks.
SCOPE AND EFFECT
The purpose of the work is to provide clerical assistance by performing a variety of clerical support duties to support more complex administrative and program operational work of the office.
PERSONAL CONTACTS
Personal contacts are with clients, landlords, members of the general public, and employees of the DCHA.
PURPOSE OF CONTACTS
The purpose of the contacts is to receive and assist callers and visitors to the office; to exchange and clarify information; and to take messages.
Physical Demands
The work requires no unusual physical demands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, stand, and walk. While the work is primarily sedentary, excessive walking, standing, bending, and carrying of items such as books, binders, files, and documents is required. The employee may occasionally lift and/or move up to 25 pounds.
Work Environment
The work is performed in an office setting. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
