Job Details

GENERAL SUMMARY

Responsible for performing general administrative duties for the Housing Choice Voucher Program. Performs a variety of tasks involving both office management and program support functions.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Assist with scheduling appointments for the Move and Informal Hearing processes; log requests into tracking logs, update Elite with status of appointments and outcomes; mail appointment letters.
• Assist with preparation of appointments including copying briefing and recertification packets and preparing hearing files.
• Schedule and arrange department meetings, team meetings, and other appointments on request.
• Maintain schedule for departmental briefing and conference rooms.
• Provide meeting rooms with audio-visual equipment and other related materials on request.
• Assist with maintenance of physical appearance of public spaces, i.e. lobby, briefing rooms, break/copy rooms. Notify appropriate building maintenance when necessary.
• Requisition, disburse and store office supplies and equipment for the department.
• Answer general inquiries from participants related to the moves and hearing process.
• Maintain call log for immediate supervisor.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge and ability to learn HUD and Houston Housing Authority policies, procedures and practices.
• Knowledge of generally accepted accounting principles, practices and
  techniques.
• Skilled with Windows computer or compatible using Microsoft Office Products (Word and Excel) is required.
• Knowledge of general office practices and procedures, business English and basic
  arithmetic.
• Ability to type accurately, 60 w.p.m. minimum typing speed.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to communicate with persons of diverse backgrounds and abilities to establish and maintain effective working relationships with other employees, vendors, residents, and representatives of the public and private social service agencies.
• Ability to coordinate several concurrent tasks simultaneously.
• Possess a strong work ethic.
• Pays attention to detail.

COMPLEXITY / SCOPE OF WORK

• The employee performs a variety of related tasks which are mostly routine and repetitive in nature. Other tasks such as those related to dealing with people are more difficult to perform because those require tact, sensitivity, comprehensive and compassion.
• Non-routine situations or conflicts are usually referred to the supervisor for resolution.
• Priorities and time frames are usually established by the employee but may be overridden by the supervisor.
• The supervisor monitors the employee's work for thoroughness, neatness and compliance with procedures and guidelines.
• The employee's work primarily affects the administrative output of Housing Alliance HTX Housing Choice Voucher Program's effectiveness. A good job performance by the employee enhances greatly Houston Housing Authority's ability to provide housing and assistance to Houston Housing Authority residents.

GUIDELINES

• The employee follows Housing Alliance HTX policies and procedures, HUD regulations, legal resources and federal and state laws and regulations, in accomplishing assignments.
• Methods for accomplishing routine work are at the discretion of the employee, subject to existing practices and procedures.
• When unusual situations arise, the employee may request guidance from the supervisor.

SUPERVISORY CONTROLS

• The employee does not have direct supervisory responsibilities.

PERSONAL CONTACTS

• The employee has contact with Housing Alliance HTX employees at all levels and with various categories of persons including; the general public, residents, business firms, attorneys, court personnel, contractors, consultants, representatives of various social service, educational and city agencies.
• The primary purposes of contacts are to gain, clarify, or give information; plan, coordinate, and advise on work efforts; motivate, influence, or direct persons or groups; and to justify, defend, negotiate, or resolve controversial matters or issues.
• The employee may come into the possession of confidential information either with HCV participants or employees. A high level of discretion must be maintained at all times.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Work is principally sedentary, but may involve some physical exertion, such as kneeling or crouching to obtain files, and eyestrain from working with computers and other office equipment.
• Work involves the normal risks and discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted and ventilated.

MINIMUM QUALIFICATIONS

• High school graduate or GED required.
• Secretarial training in a licensed business school or other accredited institution and two (2) years of related secretarial and bookkeeping work experience in an administrative office.
• Computer skills a must, proficient in Microsoft Office products. Knowledge of Microsoft Word and Excel is required.
• Ability to type 60 wpm.
• Must be able to maintain confidentiality.
• Attention to detail and self-starter.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.