Management Aide

Clerical Assistant

To provide complex clerical assistance to Manager and as assigned, to perform similar duties within class throughout the agency. The position involves word processing, filing and maintaining records including collection of monies/checks/rents. Interaction with residents, applicants and the public is an integral part of this position. A high degree of independent judgment and confidentiality is required. Assumes judgment and action in the absence of the Manager or supervisor, as directed.

Essential Tasks of the Position

Provides responsible clerical and secretarial assistance to Property Manager or as assigned throughout the agency. Depending upon assignment, performs one or more of the following:

• Performs complex clerical work
• Prepares basic drafts pertaining to leases, resident profiles and records
• Maintains appointment schedules for unit inspections, resident interviews, etc., pertaining to site management
• Provides clerical support employing automated systems to access site management information
• Performs receptionist duties at site office(s)
• Types and/or word processes confidential correspondence, lists, records, notices and reports
• Maintains files and records of residents, applicants and site activities
• Conducts move-in/move-out inspections of assigned housing units, prepares inspection reports and initiates forms for maintenance department
• Conducts annual inventory of stoves and refrigerators in assigned housing units
• Conducts timely annual unit inspections
• Conducts daily tour of facilities, completes and submits prescribed checklist in timely manner
• Prepares and submits a daily report of activities
• Initiates and refers residents; needs to the appropriate agency officer
• Reviews daily police log for any citations issued to assigned residents/units and initiates appropriate action

Supervises and coordinates activities of personnel engaged in carrying out site management, occupancy, resident selection and resident services function

• Reviews workload, schedules personnel assignments, status of on-going work, projects, and available personnel for work assignments in order to plan occupancy activities
• Assigns specific duties to personnel for special projects, considering individual knowledge and experience
• Reviews reports, notices and other records prepared by personnel for clarity, completeness, accuracy, and conformance with instructions and regulatory requirements
• Plans, conducts (or arranges for) orientation and training of site personnel
• Assists in evaluation of personnel performance and initiates commendations and disciplinary actions

Interrelates with residents and applicants in person/phone, answers inquiries, responds to complaints, schedules appointments and provides general information

• Presents customer oriented orientation to new residents relative to available services, rules, guidelines, lease conditions and the general environment including available community services, schools, churches, shopping, etc
• Conducts bi-weekly follow-up visits with new residents clarifying and reinforcing initial orientation program
• Assists in coordinating resident activities including social events
• Maintains a high degree of confidentiality relative to resident records as mandated

Performs duties of subordinate personnel as required or assigned

• Covers for other support personnel on leave, vacations, unfilled vacancies at other agency departments/sites as required

Secondary Tasks of the Position

• Works on, researches and completes special projects, as assigned
• Performs other duties as assigned within the job classification at property sites or throughout the agency

Education Level

• High school diploma, required
• College degree or some college education, preferred

Experience in Related Field

• At least 5 years' experience in admissions/occupancy function, preferred
• Supervisory experience, preferred
• Bi-lingual experience (Spanish), preferred

Knowledge, Skills, Abilities, Licenses and Certifications

• 50 WPM typing from rough draft
• Working knowledge of word processing
• Working knowledge (with training) of agency's automated system for rent records and resident profiles
• Ability to work harmoniously with other agency personnel
• Ability to be flexible and perform work under time pressure
• Rhode Island driver's license (Class O) unrestricted except for corrective lenses and automatic transmission, required
• Working knowledge of community services available to residents
• Some knowledge and skill in homemaking and life skills
• Ability to explain internal policies, procedures and practices to others
• Ability to relate to and interact with mixed populations of elderly, disabled and mentally impaired residents in low and moderate income housing settings
• Ability to receive and apply enlightened techniques and skilled practices in addressing the needs of the above populations