Office Specialist

Job Title : Office Specialist

Temporary position with potential for permanent.

Under close supervision, provides a variety of routine clerical support services to various Authority Departments; performs other related work as assigned.

ESSENTIAL FUNCTIONS
Specific duties will vary with the department to which assigned. The following list of duties is a description of the types of work that may be performed and is not intended to be all-inclusive. The omission of a specific duty does not make it unacceptable if the work assigned is at the equivalent level.

• Answers and directs phone calls, voice mail and e-mail; greets visitors, clients and staff; responds to general questions; refers inquiries as appropriate; takes messages; distributes forms and explains their completion; provides information on Authority programs and related referral services
• Updates and maintains filing systems, including confidential files; sets up new files; receives, pulls and files documents and records
• Types correspondence, reports, memos, forms and related materials with accuracy, completeness and in compliance with departmental procedures
• Inputs, updates, searches and retrieves data using spreadsheets, computer databases and various automated systems
• Operates a variety of standard office equipment such as a personal computer, typewriter, phone, fax, calculator, copier, scanner or other department specific equipment
• Opens, dates, screens, sorts, routes and processes mail
• Prepares information packets and packets of required forms; maintains client/public information, brochures and supplies
• Schedules appointments; maintains a calendar
• Schedules meetings and makes appropriate arrangements such as contacting participants, reserving rooms, and assembling materials and documents
• Performs dispatching duties

MARGINAL FUNCTIONS

• May prepare a variety of handwritten or computer-generated reports using established procedures and formats; performs other related work as assigned.

MINIMUM QUALIFICATIONS

• Graduation from high school or GED, one year of paid clerical experience;
• An equivalent combination of education, training and experience will be considered.

KNOWLEDGE & ABILITIES

• Knowledge of: modern office methods, practices and procedures; basic record keeping, standard PC software and hardware including computer applications such as Microsoft Word, Excel, and other related programs and systems; customer service principles; operation of standard office equipment; proper format for typed material; business standard English usage, including grammar, punctuation and spelling.

• Ability to: type at a rate of 40 net words per minute; perform general clerical work such as typing, filing and reception; learn the specific operations and procedures of the job; proofread material for grammatical, numerical and clerical accuracy; learn, understand, interpret, apply and explain departmental policies and HUD, federal, state and local government rules, regulations and laws pertaining to the work assigned; learn computer skills and other new technology; file with accuracy; effective communication skills; follow written and verbal instructions; interact courteously and professionally with a culturally diverse general public and with other Authority employees; provide quality customer service to internal and external clients; use discretion and good judgment in the handling of sensitive and confidential information; prioritize and complete work in a timely manner despite frequent interruptions.

Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment. #INDHP