St. Paul Public Housing Agency
0.75 FTE Administrative Support Technician: Management Support Clerk
St. Paul Public Housing Agency, Saint Paul, Minnesota, United States, 55199
0.75 FTE Administrative Support Technician: Management Support Clerk – St. Paul Public Housing Agency
Description
Class Title: Administrative Support Technician
Position Title: Management Support Clerk
Accountable To: Resident Services Supervisor Assistant Housing Choice Voucher Programs Manager
Department: Rental Office Section 8
Band: A
Grade: 1
Subgrade: 3
Open Internally until: October 31, 2025
Open Externally until: November 7, 2025
The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units and administers 5,242 Housing Choice Vouchers, paying over $45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.
Mission Statement
The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.
Employment Benefits
The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.
Class Summary
Incumbents perform a wide variety of office support activities which require routine decision making and office experience.
Distinguishing Characteristics
The Administrative Support Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist, which is responsible for performing specialized activities related to the area assigned to.
Position Summary
Incumbents are responsible for answering and directing calls; responding to the needs of walk-in clients, answering basic questions regarding procedures or services provided; scheduling units for inspections; entering data into a computerized tenant data system; logging and tracking processes; providing information to other departments; compiling reports; maintaining filing systems; receiving and processing a wide variety of forms and documents, memos, and correspondence.
Duties
Provides receptionist functions for management office, acting as a clearinghouse for residents, staff, service providers and visitors; communicates with persons from diverse racial and cultural backgrounds, persons with multiple disabilities and/or limited or no English speaking skills; handles incoming phone calls; provides general information about PHA policies and procedures; directs inquiries to appropriate sources; responds appropriately to clients who are angry or exhibit signs of substance abuse, mental illness, or disability.
Reduces rental income loss and maximizes occupancy by re-renting vacant units as quickly as possible; maintains accurate records and logs of vacant unit processing; provides regular and timely unit and resident information to Rental/Re-Exam, accounting and maintenance departments; contacts potential new residents to schedule lease signing and orientation; participates in Admission Orientation Program presentations; acts as new residents' first contact with PHA management, answering general questions and referring to appropriate staff; prepares lease and other documents; facilitates move-in of new residents; enters move-in data into computer and transfers records from waiting list to active tenant.
Maximizes resident awareness of and compliance with regulations, lease obligations, rules and procedures; prepares correspondence as directed by manager; drafts correspondence upon request; maintains a tracer file for follow-up actions; processes incoming and outgoing mail; maintains necessary forms and supplies; processes orders as needed; assures invoices and billings are referred to manager for approval and sent to accounting; types and processes purchase orders for the Resident Services Department.
Inputs data into computer systems, including move-ins, transfers and vacates into the tenant data system; inputs work orders into the work order entry system with appropriate follow-up actions; reviews move-in/move-out tenant data entry done by other divisions for accuracy and corrects as needed.
Provides clerical support to manage hi-rise, family developments, and scattered site properties; schedules required and special unit and yard inspections and tracks results; advises Housing Manager on progress in meeting related PHAS goals.
Provides clerical support to management unit to enforce lease provisions and rules fairly and uniformly; initiates legal action to remove residents who do not comply with lease and rules or take other action to obtain compliance; prepares correspondence to residents regarding lease violations such as letters and termination notices; maintains records of dates/ times of termination notices.
Coordinates and works with other divisions within Resident Services and all other departments within the PHA to achieve PHA goals and PHAS standards; participates in monthly coordinating meetings with other Administrative Support Technicians; participates in interdepartmental work groups as requested; provides information to other departments as requested.
Provides information to service providers working in PHA buildings and community centers; refers to appropriate staff; explains procedures such as how to request key access and reserve community space.
Maximizes PHA operating income through appropriate implementation of HUD regulations regarding rent and other charges; provides tenant ledgers; schedules appointments for interim interviews; logs and files notices of rent termination per resident; processes information on move-out charges to ensure state law regarding return of security deposits is met; obtains forwarding addresses for vacating residents.
Completes all required statistics and reports accurately and on schedule; maintains an accurate database reflecting program operations; prints and distributes tenant directories, work order charge reports, potential transfer reports, control book and zero income households reports; compiles and distributes monthly reports on terminations and housekeeping inspections.
Maintains all management office files and current and vacated tenant files.
Abides by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
Performs other duties of a similar nature or level.
Requirements
Education:
Graduation from high school or GED.
Experience:
6 months work experience in clerical, customer service, general office or relevant field.
Knowledge:
Customer service techniques and telephone etiquette; basic record keeping practices; English grammar and punctuation; basic clerical training; word processing.
Skills:
Using a computer and related software applications; preparing clear and concise memos; tracking and monitoring actions; operating multiple phone lines and switchboards; filing; using office equipment such as fax machines, telephones, printers, and copiers; maintaining files and records; performing basic mathematical calculations; working with persons with little or no English speaking skills, diverse cultures and ages, and persons with multiple disabilities; communication and interpersonal skills to interact with coworkers, supervisors, and the general public.
Preferred Qualifications
1 year of relevant experience; demonstrated experience working with ethnically, culturally and economically diverse populations.
Licensing Requirements
None required.
Physical Requirements
Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects). A job such as this is rated light work: (1) when it requires walking or standing to a significant degree; (2) when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or (3) when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.
Seniority Level Entry level
Employment Type Part-time
Job Function Information Technology
Industries Government Administration
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Class Title: Administrative Support Technician
Position Title: Management Support Clerk
Accountable To: Resident Services Supervisor Assistant Housing Choice Voucher Programs Manager
Department: Rental Office Section 8
Band: A
Grade: 1
Subgrade: 3
Open Internally until: October 31, 2025
Open Externally until: November 7, 2025
The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units and administers 5,242 Housing Choice Vouchers, paying over $45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.
Mission Statement
The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.
Employment Benefits
The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.
Class Summary
Incumbents perform a wide variety of office support activities which require routine decision making and office experience.
Distinguishing Characteristics
The Administrative Support Technician is the second level of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision-making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist, which is responsible for performing specialized activities related to the area assigned to.
Position Summary
Incumbents are responsible for answering and directing calls; responding to the needs of walk-in clients, answering basic questions regarding procedures or services provided; scheduling units for inspections; entering data into a computerized tenant data system; logging and tracking processes; providing information to other departments; compiling reports; maintaining filing systems; receiving and processing a wide variety of forms and documents, memos, and correspondence.
Duties
Provides receptionist functions for management office, acting as a clearinghouse for residents, staff, service providers and visitors; communicates with persons from diverse racial and cultural backgrounds, persons with multiple disabilities and/or limited or no English speaking skills; handles incoming phone calls; provides general information about PHA policies and procedures; directs inquiries to appropriate sources; responds appropriately to clients who are angry or exhibit signs of substance abuse, mental illness, or disability.
Reduces rental income loss and maximizes occupancy by re-renting vacant units as quickly as possible; maintains accurate records and logs of vacant unit processing; provides regular and timely unit and resident information to Rental/Re-Exam, accounting and maintenance departments; contacts potential new residents to schedule lease signing and orientation; participates in Admission Orientation Program presentations; acts as new residents' first contact with PHA management, answering general questions and referring to appropriate staff; prepares lease and other documents; facilitates move-in of new residents; enters move-in data into computer and transfers records from waiting list to active tenant.
Maximizes resident awareness of and compliance with regulations, lease obligations, rules and procedures; prepares correspondence as directed by manager; drafts correspondence upon request; maintains a tracer file for follow-up actions; processes incoming and outgoing mail; maintains necessary forms and supplies; processes orders as needed; assures invoices and billings are referred to manager for approval and sent to accounting; types and processes purchase orders for the Resident Services Department.
Inputs data into computer systems, including move-ins, transfers and vacates into the tenant data system; inputs work orders into the work order entry system with appropriate follow-up actions; reviews move-in/move-out tenant data entry done by other divisions for accuracy and corrects as needed.
Provides clerical support to manage hi-rise, family developments, and scattered site properties; schedules required and special unit and yard inspections and tracks results; advises Housing Manager on progress in meeting related PHAS goals.
Provides clerical support to management unit to enforce lease provisions and rules fairly and uniformly; initiates legal action to remove residents who do not comply with lease and rules or take other action to obtain compliance; prepares correspondence to residents regarding lease violations such as letters and termination notices; maintains records of dates/ times of termination notices.
Coordinates and works with other divisions within Resident Services and all other departments within the PHA to achieve PHA goals and PHAS standards; participates in monthly coordinating meetings with other Administrative Support Technicians; participates in interdepartmental work groups as requested; provides information to other departments as requested.
Provides information to service providers working in PHA buildings and community centers; refers to appropriate staff; explains procedures such as how to request key access and reserve community space.
Maximizes PHA operating income through appropriate implementation of HUD regulations regarding rent and other charges; provides tenant ledgers; schedules appointments for interim interviews; logs and files notices of rent termination per resident; processes information on move-out charges to ensure state law regarding return of security deposits is met; obtains forwarding addresses for vacating residents.
Completes all required statistics and reports accurately and on schedule; maintains an accurate database reflecting program operations; prints and distributes tenant directories, work order charge reports, potential transfer reports, control book and zero income households reports; compiles and distributes monthly reports on terminations and housekeeping inspections.
Maintains all management office files and current and vacated tenant files.
Abides by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
Performs other duties of a similar nature or level.
Requirements
Education:
Graduation from high school or GED.
Experience:
6 months work experience in clerical, customer service, general office or relevant field.
Knowledge:
Customer service techniques and telephone etiquette; basic record keeping practices; English grammar and punctuation; basic clerical training; word processing.
Skills:
Using a computer and related software applications; preparing clear and concise memos; tracking and monitoring actions; operating multiple phone lines and switchboards; filing; using office equipment such as fax machines, telephones, printers, and copiers; maintaining files and records; performing basic mathematical calculations; working with persons with little or no English speaking skills, diverse cultures and ages, and persons with multiple disabilities; communication and interpersonal skills to interact with coworkers, supervisors, and the general public.
Preferred Qualifications
1 year of relevant experience; demonstrated experience working with ethnically, culturally and economically diverse populations.
Licensing Requirements
None required.
Physical Requirements
Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects). A job such as this is rated light work: (1) when it requires walking or standing to a significant degree; (2) when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or (3) when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.
Seniority Level Entry level
Employment Type Part-time
Job Function Information Technology
Industries Government Administration
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