Office Assistant

Job Summary

The purpose of this position is to perform intermediate administrative support work by providing administrative support to department staff. This is accomplished by receiving and processing incoming calls & visitors; preparing and maintaining manual & computerized files and records; preparing reports and assisting the public. Responsibilities also include related work as apparent or assigned.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions (examples of duties)

• Acts as receptionist; greets visitors; answers telephone; provides information; forwards calls to appropriate party or takes messages.
• Assists the public with the completion of standardized records or documents; directs visitors to appropriate party.
• Types a variety of documents including correspondence, lists, labels, reports, memoranda, etc.; checks items for clerical accuracy and completeness.
• Enters a variety of data into computer; prepares reports and logs; screens, verifies, and reconciles data; performs edits and updates.
• Assists in the preparation of various documents and information to be disseminated to the public or throughout the organization.
• Sorts, indexes, and maintains files; maintains records on client requests.
• Receives citizen inquiries, complaints, and service requests and resolves them within the framework of established policies and procedures or forwards to appropriate party for disposition.
• Receives, sorts, processes, and distributes incoming and outgoing mail.
• Operates a variety of standard office equipment.
• Orders office supplies and maintains inventory.

Education and Experience (at minimum)

High school diploma or GED and moderate experience in general administrative support work involving public contact.

OR

Any equivalent combination of education, training, and experience, in which, in the sole determination of the Housing Authority, provides the required knowledge and abilities may be considered.

Required Knowledge, Skills, and Abilities

Knowledge of:

• standard office practices, procedures, equipment, and administrative support techniques.
• business English, spelling, and arithmetic.
• agency and departmental programs & policies.

Skilled in:

• data entry- preparing and analyzing written or computer data.
• verbal and written communication, interpretation, & application.
• organization.
• problem-solving and critical thinking.

Ability to:

• make arithmetical calculations.
• follow oral and written instructions.
• read and understand detailed and complicated policies, procedures, and materials that contain specialized words and phrases.
• operate a variety of office equipment to produce complex/technical documents.
• establish and maintain effective working relationships with internal and external customers, clients, and the general public.

Physical Requirements

This work requires the following:

• the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force.
• regular sitting, speaking or hearing; using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, pushing or pulling and lifting.
• work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels.
• operating motor vehicles or equipment and observing general surroundings and activities.
• occasional exposure to outdoor weather conditions; work is generally in a light to moderately noisy location (e.g. business office, light traffic).

Special Requirements

Valid North Carolina Driver's License within one (1) year of hire.

Must have and maintain a current driver's license and be insurable under the Authority's vehicle insurance.