Overview

Summary

Receives visitors by greeting, welcoming and directing them to the appropriate personnel by notifying staff of visitors. Ensures visitors log-in and/or completes necessary documentation. Receives callers by answering calls and directing calls to the appropriate personnel and/or sending messages to alert personnel of priority callers. Performs complex assistance to the Director of Asset Management to ensure overall departmental efficiency. Uses judgement and initiative to perform a variety of other tasks associated with working at the reception desk, which may include data processing, secretarial, and administrative duties for the department. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Duties and Responsibilities

  • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel.
  • Answers multi-line telephone in a courteous and professional manner and takes messages, transfers calls to employees as appropriate.
  • Receives, date-stamps, opens, sorts, and routes incoming mail, faxes, internal memorandums and other publications.
  • Prepares outgoing mail and ensures professional appearance in accordance with Authority standards by proofreading, printing, assembling, and mailing and/or readying for courier pick up as required.
  • Reads instructions accompanying material or follows verbal instructions to determine format desired, number of copies needed, priority, and other requirements.
  • Anticipates and prepares materials needed by the Asset Management Director as needed. Ensures privacy and maintains security of confidential materials sent to the departments.
  • May be responsible for ordering, receiving, and maintaining office supplies.
  • Performs other clerical duties as needed, such as accurate and timely filing, photocopying, and collating.
  • Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.

Qualifications and Knowledge

  • Associate’s Degree and one (1) to two (2) years of relevant experience or an equivalent combination of education and experience.
  • Must have the following:
  • Exceptional customer service skills and professional phone manner, keeping a professional demeanor at all times.
  • Good knowledge of general office practices and procedures, including business English and arithmetic.
  • Good skills in operating computer equipment, applicable Authority software, and general office machines.
  • Ability to understand and follow moderately complex written and oral instructions. Working knowledge of applicable Authority policies and procedures.
  • Ability to communicate clearly, concisely, orally and in writing. Ability to deal effectively with sensitive and confidential information.

Supervision Received and Given

The employee receives instructions and supervision from the Director of Asset Management. Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee depending on the assignment. Supervisor initiates routine duties and assignments. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are referred to the supervisor for resolution. The employee’s work is reviewed regularly for accuracy, completion, and compliance with policies and procedures.

The employee has no supervisory responsibilities.

Guidelines

The employee performs routine duties by following established Authority policies and procedures, traditional practices and written guidelines. These guidelines cover most job-related situations and the employee uses independent judgment in making routine decisions. If guidelines do not cover a situation, the employee normally consults the supervisor.

Complexity

The employee performs a variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Some computer applications may be difficult to accomplish and require resourcefulness and extra effort by the employee. Decisions regarding unusual circumstances are referred to the supervisor.

Scope and Effect

The employees work affects the supervisors, other Authority employees, and the perception of the Authority by clients and the general public. Performing duties effectively, efficiently, and in a professional manner enhances relationships between the Authority and its clients and contributes to the Authority’s overall ability to provide housing that is decent, safe, and sanitary.

Personal Contacts

Most of the employee’s contacts are with Authority employees, clients, and the general public. The purpose of the contacts is to give or exchange information, provide services, make decisions, motivate, negotiate, and resolve problems. Most contacts are structured or confidential in nature and the employee is expected to use normal tact and courtesy.

Physical Demands

  • Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
  • Must be able to sit or stand for up to eight hours at a time while performing work duties. Must be able to bend, stoop, push, and pull in the performance of office related duties. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
  • Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
  • Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
  • Must maintain punctuality and attendance as scheduled.

Work Environment

Work involves the normal risks or discomfort associated with an office environment, and is usually in an area that is adequately heated, lighted, and ventilated.

Application Instructions

To apply for this position, email your resume to: humanresources@arha.us. Put this job/position title in the subject line.