Under close supervision, the Program Assistant performs general clerical and administrative work. Work may include data entry, receiving and distributing materials, answering telephones, processing work orders, maintaining files and records, mailing verifications, customer follow-up, answering questions, and generating correspondence. Performance of the duties requires excellent clerical and administrative skills and a thorough knowledge of modern office equipment. Some functions of this position may change depending on the corresponding department needs.
Position: Program Assistant Assignment HCV
Work Hours: Shall fall within the hours between 7:00 A.M. & 5:30 P.M. (Regular)
Monthly Salary Range: $3,264.00-$3,967.00
Supervisor: Department Supervisor
Final Filing Date: March 22, 2021
An official Housing Authority application form must be submitted to Human Resources Department by the final filing date. Incomplete applications cannot be revised after the final filing date. Resumes are required.
- Applicants’ qualifications will be evaluated and applicants who clearly appear to be qualified in terms of job prerequisites are eligible to be invited to an interview. Examples of acceptable combinations of education, training, and experience include:
- 8 years of experience may be substituted for a BA degree.
- 4 years of experience may be substituted for an AA degree.
- The length of training and/or certificate program may be substituted on a 2:1 exchange of months attended for experience (2 months attendance equals 1 month of experience.)
- The final selection of candidates to fill these vacancies shall be made from among those recommended, in accordance with the evaluation of the candidates relative to the needs of the Authority.
Essential Job Functions
(If necessary, individuals with disabilities are encouraged to request reasonable accommodations to assist them in performing the essential functions of this position.)
- Responsible for providing clerical support to department staff, including answering incoming calls, routing calls, greeting visitors, answering questions from residents, and work order processing.
- May serve as the Authority’s receptionist.
- Maintains communication both oral and written with property owners and HCVP participants.
- Receives and processes mail as requested by department staff.
- Prepares correspondence, memoranda, agreements, reports, etc., as assigned which includes typing filing, data management, planning, organizing, and scheduling. Responsibilities may include receiving, distributing, computing, and managing maintenance work orders on a database.
- Assists department staff in preparing, examining, checking, and verifying and program and statistical reports, work orders, and resident files for completeness, accuracy, computation, and clarity.
- While performing clerical duties, operates various standard office equipment such as computer terminals, typewriters, copy machines, calculators, postage meters, etc. Maintains maintenance records and instruction manuals on office equipment, schedules routine, and emergency maintenance calls for office equipment.
- Responsible for requisition and inventory of office supplies.
- Monitors unit vacancies including preparing move-in and out reports.
- Performs other duties as required including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise balance the workload.
Required Knowledge and Abilities
- Knowledge of local, state, and federal laws governing assisted housing programs, including resident
selection, owner/resident regulations, leasing and eviction rules and regulations, maintenance policies,
guidelines rules and regulations as well as the purpose, policies, administrative procedures and regulations
of the Authority.
- Knowledge of standard clerical procedures, including scheduling, mail distribution, and telephone etiquette.
- Knowledge of modern office equipment including, copiers, personal computers, calculators, facsimile
- Ability to present ideas in a clear and concise manner, both orally and in writing.
- Ability to understand and follow written and oral instructions.
- Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.
- Ability to work effectively with customers and the general public.
- Ability to maintain clerical records.
- Ability to establish and maintain effective working relationships with co-workers, residents, HUD, and local,
state, and federal officials.
- Ability to type at a rate of 40 words per minute.
Minimum Education, Training, and/or Experience
- Graduation from a high school, vocational school, or equivalent.
- A minimum of three – (3) years of responsible clerical experience involving public contact.
- An equivalent combination of education, training, and experience, which provides the required knowledge
and abilities may be substituted on a two-for-one basis.
- Must be able to operate a variety of automated office machines including computers, copiers, printers,
facsimile machines, telephones, etc.
- Must be able to work, move, or carry objects or materials such as files, computer printouts, reports,
calculators, office supplies, etc.
- Must possess and maintain an applicable California Driver’s License and a driving record acceptable to the
Authority’s insurance carrier. (Exceptions will be considered on a case-by-case basis)