This position is 9am-3pm, Monday-Thursday (24hours/week)
Reports to: Housing Choice Voucher Manager
Performs duties to maintain the waiting list for the Housing Choice Voucher program and Public Housing scattered sites program, along with receptionist duties. Maintenance of the waiting list includes sending, and entering data from the applications onto the computer system, along with the requirements to track the waiting list information. Receptionist duties includes, but are not limited to, answering the phones, knowledge of other agencies and referral procedures, making copies as requested by the staff of the Housing Authority, taking and relaying messages. This position requires tact and good judgement in dealing with landlords, tenants, funding sources, and also other agencies. You will be asked to perform multiple tasks for the Appleton Housing Authority staff. You will also be required to exercise confidentiality in dealing with the clientele we serve.
Works under the direct supervision of the Housing Choice Voucher Program Manager, who may assign work, review work in progress and/or upon completion, and provide specific instruction as necessary. Performs duties with independence but in accordance with established guidelines and regulations. Needs to exercise judgement and tact in dealing with applicants, landlords, tenants, and the general public. Duties are performed according to established and specific procedures or directives of the Housing Authority. Work is reviewed through records, reports, and results achieved.
None. This position is not a supervisory position.
Examples of duties
The list of duties are illustrative and may not include all duties found in this position.
Mailing applications as requested by the clientele;
Explain and assist applicants on how to apply for programs on-line and check/update their status on-line;
Assist in the completion of the applications as requested;
Entering information from the applications to the computer system;
Purging the waiting list;
Pulling applicants from the waiting list and completing the criminal background checks before the interview;
Keep front lobby stocked w/ updated brochures for community agencies;
Maintaining an accurate record of the waiting list, inactive applicants, when applicants are pulled, records on why they were able to be pulled;
Assisting other agencies with questions on the application procedures;
Answering the phones and directing the caller to the correct Appleton Housing Authority staff personnel;
Assisting callers and walk-ins with questions, and concerns they have regarding any programs offered by AHA;
Making copies requested by the AHA staff;
Sending recertification information to the active participants;
Sending rent adjustment sheets to the tenants and landlords;
Completing and mailing HAP contracts to the landlords for completion;
Maintaining office supplies – ordering when necessary;
Posting and delivering the mail;
Distributing mail to the staff at the office;
Filing information when requested;
Updating and keeping an ample supply of the documentation utilized by the applicants, and staff;
Keeping required paperwork and briefing packets in supply for the staff;
Scheduling appointments for Legal Services, for tenants that need legal advice due to a landlord/tenant issue;
Willingly perform other duties as requested by the Executive Director and Management staff of the Housing Authority.
Knowledge, Skills and Abilities Required
Prior clerical and/or office experience is favorable. Prior experience in dealing with the general public, and/or different ethnic backgrounds is a plus. Ability to maintain a positive attitude and also the ability to exercise confidentiality to protect our clientele. Ability to interpret applicable federal regulations, and to exercise sound judgement in the interpretation and application of eligibility standards of such regulations. Ability to listen and communicate effectively orally and in writing. Ability to type accurately and be computer literate in a Windows environment. The ability to meet deadlines. The ability to establish and maintain effective relations with employees, superiors, co-workers, clients, outside agencies, and the general public.
Minimum Qualifications Required
Graduation from standard high school supplemented by formal training in one or more of the following; windows applications, Microsoft word, Microsoft excel, internet access, typing skills. Must possess a valid WI motor vehicle operator’s license. Must have access to automobile and demonstrate liability insurance.