Receptionist

Job Description

Job Description

 

JOB SUMMARY:

Under the direction of the HCVP Supervisor, the Receptionist performs routine administrative work. This is a high visibility position responsible for projecting primary agency image to public; answers, screens and directs incoming telephone calls; responds to inquiries for assistance from applicants, participants, public and/or other community agencies about the Housing Choice Voucher Program and/or related issues. Sensitive contact requiring tact and excellent oral and written communication skills. Work requires contact with the public. Performs data entry functions into the ECS system. Performs other duties as assigned.

 

JOB DUTIES AND RESPONSIBILITIES:

• Promptly and courteously greets the public, i.e., telephone or personal contact.
• Determines the needs of the caller and refers to the appropriate staff.
• Maintains position at the front window to address all incoming clients, the public, etc.
• Masters and communicates the function of the Housing Choice Voucher Program, its policies, procedures and objectives.
• Relieves department staff of time-consuming administrative work, such as routine processing and/or form correspondence.
• Performs simple and routine data entry functions.
• Reviews source materials for completeness and accuracy prior to entry into the ECS system.
• Performs basic clerical skills such as filing, sorting and distributing mail, envelope preparation, etc.
• Ensures the reception area reflects a professional and safe environment.
• Assists as needed to accept incoming interim changes from participants.
• Assists as needed to accept applicant updates.
• Accepts and schedules hearings for the department.
• Assists as needed with special projects and/or tasks.
• Performs other related duties and responsibilities as assigned.

 

MINIMUM REQUIREMENTS:

• High School graduate or GED equivalent with two (2) years of directly related clerical experience. An equivalent combination of related education and experience may be substituted.
• Must hold a valid Texas Driver License and maintain a satisfactory driver’s record. May operate Authority vehicle while on Housing Authority business.
• Ability to work hours other than 8-5 in variable weather conditions and overtime as required to meet Housing Authority goals and objectives.

 

 

PREFERRED EDUCATION and EXPERIENCE:

• Preferred – Ability to understand and converse in Spanish.
• Preferred - One (1) year ECS computer experience

 

KNOWLEDGE, SKILLS, and ABILITIES:

• Skilled in the use of personal computes; with a basic working knowledge of MS Word program and MS Excel desired.
• Ability to demonstrate proper and professional telephone etiquette.
• Proper conduct in dealing with the public with the ability to handle high call volume and multi phone lines.
• Ability to communicate effectively both orally and in writing and follow and understand oral and written instructions.
• Ability to maintain confidential files and information.
• Ability to work without close supervision.
• Ability to maintain positive working relationships and demonstrate good judgment and integrity with staff, applicants, participants, and the public.
• Ability to deal effectively with diverse groups and individuals.
• Ability to plan and organize workload.
• Ability to exercise good judgment in appraising situations and making decisions.
• Ability to wear personal protective equipment and comply with safety requirements.
• Utilizes supplies and equipment properly and without waste.
• Works in a safety conscious manner which insures that safe work practices are used in order not to pose a risk to self and others.
• Ability to successfully complete related training or classes as assigned by the Housing Authority.
• Complies with company policies and procedures and local, state, and government regulations, and maintains a dependable attendance record.
• Physical Demands: Primarily sedentary in nature, with occasional lifting or moving of small objects of approximately 10-25 pounds.