HD Administrative Specialist

Job Description

Job Description

Description:

Primary Accountability: This position provides a variety of clerical and program support functions which include fielding incoming calls, reconciling program finance reports, processing draw requests and payments, compiling monthly and quarterly reports, and working closely with Housing Development staff on various functions.

This position will participate in program activities and help with general scheduling, project implementation, record taking, and tracking of outcomes. This individual will be expected to have a basic understanding of the Housing Development Programs, as well as other KHRC programs, and be able to communicate and promote the program to the general public.

Essential Functions:

• Greet and direct visitors to appropriate staff person(s) or area when staffing the front desk area.
• Operate a multi-line business telephone console; direct calls to appropriate staff person(s) or area.
• Respond to general housing related email inquiries; route to the appropriate staff person(s).
• Provide Housing Hotline Information.
• Operate and trouble-shoot minor problems on a variety of office equipment such as, but not limited to, computer and copier.
• Collect and distribute incoming/outgoing mail, log and process incoming checks, and sign for incoming packages.
• Order office supplies as needed.
• Produce professional business correspondences.
• Assist in the maintenance of the supply inventory, including paper in printers.
• Process and pay invoices. Reconcile and code credit card purchases. Book travel and track K-Tags for division.
• Assist with Housing Conference; ordering supplies and maintaining and reconciling transaction log. If not attending the Housing Conference, the position must be in the office to cover phones. 
• Other duties as assigned.

Program Functions:

• Download monthly and quarterly reports from program software.
• Maintain program specific spreadsheets and reports.
• Process draw and payment requests for Revolving Loan Fund (RLF).
• Assist with loan payoff inquiries. Create mortgage and/or LURA lien releases.
• Create/maintain procedures and program manuals. 
• Provide back-up for other positions.

Requirements:

Qualifications:

• High School Diploma or GED and three years of experience in clerical support. A combination of education and experience may be accepted as determined relevant by KHRC. 
• Knowledge and experience with Microsoft Office Suite and PCs in general; proficiency in Word, Outlook, and Excel. 
• Ability to handle multiple interruptions and adjustments to priorities. 
• Ability to handle a multi-line business telephone console and other office equipment. 
• Ability to problem solve and handle a variety of variables. 
• Ability to establish and maintain effective working relationships and work with a variety of individuals and maintain the highest level of confidentiality.
• Excellent interpersonal communication (oral and written) skills.
• Excellent organizational skills.
• Excellent time-management skills and the ability to handle multiple tasks with various deadlines.
• Detail oriented.
• Punctual, reliable, and self-motivated.

Work Environment:

• Professional and deadline-oriented environment in an office setting.
• Effective interaction with co-workers, public and private officials, and the public.
• Travel Requirements:
• Type - conferences, seminars, meetings, trainings, management reviews, inspections, and public hearings.
• Frequency – limited travel; includes overnight travel.
• Qualifications – valid Driver’s License with an acceptable driving record.

Physical Demands:

• Ability to sit for extended periods of time.
• Ability to read computer screens and mail.
• Ability to lift and move items up to 30 lbs.
• Ability to make phone contacts.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.