Position Summary
Under the direct supervision of the Executive Director, this position performs administrative duties. Responsible for administering the work order system and for providing clerical support functions. The duties listed below are illustrative 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.

Summary of Responsibilities
Undertakes and performs the following and all other work-related duties as assigned.

• Answers multi-line telephone in a courteous manner and takes messages, transfers calls to voice mail, or refers calls to other employees or departments as appropriate.
• Receives communications via the telephone, internet, fax, and in person and elicits sufficient facts and details to clarify indefinite or obscurely stated requests. Exerts maximum effort to provide information to the requester within area of expertise and parameters defined by supervisor. Refers complex inquiries to appropriate personnel.
• Welcomes on-site visitors, determines the nature of business, and announces visitors to appropriate personnel.
• Receive, open, sort, and route incoming mail, faxes, internal memorandums, and other publications.
• Prepare letters and may assist residents with completing paperwork.
• Provides clerical support to assist designated departmental staff in the completion of their duties and responsibilities.
• Effectively uses word processing and other applicable software and hardware to accurately type, format, revise material such as correspondence, reports, statistical tables, proposals, and forms from rough draft, corrected copy, or versions displayed on screen.
• Reads instructions accompanying material or follows verbal instructions to determine format desired, number of copies needed, priority, and other requirements.
• Maintains security of confidential materials.
• Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets

Administers work order system as follows:

• Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.
• Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category.
• Accurately enters all work orders into the system and provides work order notification and tracking number to maintenance personnel and /or Management staff as appropriate to the situation.
• Dispatches Maintenance staff work orders and follows up on work progress, as necessary.
• May add an indicator to the work order database to show that a lease violation is the source of the work order request and to track and identify costs due to violations.
• Keeps a daily log tracking work orders generated, closed, and in progress. Updates status of all pending work orders.

Maintains departmental files as follows: 

• Sorts or classifies information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Stores paper documents and information by preparing folders and labels, rearranging materials for space allotment and filing information in a timely and accurate manner, ensuring records are in proper order and all files are properly labeled.
• Ensures electronic storage media is filed efficiently and readily accessible for retrieval by authorized personnel.
• Maintains filing systems integrity by adhering to departmental filing system policies and procedures.
• Performs periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.

Minimum Requirements: 

Work Experience: Three (3) years progressively responsible administrative support experience, two (2) years of which in a housing authority or a similar institution is preferred.

Education: Associates Degree in business, administrative support or related field preferred. High school diploma or GED with supplemental college level course work in business or related field, and/or three (3) years' experience in housing or support related industry.

Licenses and Certifications: Must perform data input at 50 words per minute.

Knowledge/Skills/Liabilities

1. Knowledge of principles of effective administration, to include planning, coordinating, and scheduling.
2. Ability to communicate verbally and in writing with department heads, co-workers, clients, and vendors.
3. Knowledge of preparing reports, maintaining files, and typing a variety of materials.
4. Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.
5. Ability to operate and maintain computer records.
6. Ability to proficiently utilize Microsoft Office Suite.

Motor Vehicle Operator Identification: Selectee must;

1. Possess or have the ability to obtain a valid Driver's License, and maintain licensure for the duration of employment.
2. Have a safe driving record.

Evaluation and Selection Factors: Applicants who meet the minimum requirements defined above will be further evaluated. Applicants who do not meet the minimum requirements defined above will not be considered for this position.

Supplemental Information: This is a non-exempt full-time temporary position and is NOT eligible for participation in the retirement plan for the agency.

Pre-Employment Drug Testing & Background Check: Satisfactory results of the pre-employment drug test and background check is required.

Starting Salary: $18

To Apply:
Interested candidates should submit a cover letter and resume outlining your qualifications and experience to donyelle@monroehousing-nc.com. This position is open until it is filled.