Indianapolis Housing Agency
Inspection Administrative Assistant
Indianapolis Housing Agency, Indianapolis, Indiana, us, 46262
Inspection Administrative Assistant
The Inspection Administrative Assistant reports directly to the Inspection Manager and provides direct services to customers, clients, residents, vendors, and the public by performing the following duties.
Coordinate and schedule inspections with owners, clients, and inspectors.
Answer incoming telephone calls, determine purpose of callers, and respond to inquiries regarding inspections and other services offered by the Indianapolis Housing Agency or forward calls to appropriate personnel or department.
Retrieve messages from voice mail and respond and/or forward to appropriate personnel.
Communicate effectively and appropriately with other employees, supervisors, individuals from other organizations, and customers.
Work well individually, in a team environment, and as part of a team.
Operate computer terminal to input and retrieve data.
Address complaints in a calm and professional manner.
Prepare and sort documents and identify and interpret data to be entered into computer.
Perform responsibilities efficiently and timely, juggling multiple requests and meeting multiple deadlines; prioritize, organize tasks and time, and follow up.
Take initiative and need little supervision.
Be proficient in basic computer skills, i.e., Microsoft Word, Excel, Internet usage (email).
Demonstrate customer service orientation.
Demonstrate a commitment to problem solving and a focus on being solutions oriented.
Call or write to customers to ensure satisfactory performance of service.
Receive, sort, and route mail.
Send faxes, retrieve, and route incoming faxes.
Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.
Perform other clerical duties as needed, such as filing, photocopying, and collating.
Relay messages and special instructions to inspectors and other departments regarding inspections.
Assist Inspector Manager as needed.
Report suspected fraud to immediate supervisor.
Help address and correct any findings from auditors.
Conduct general research as needed.
Submit status reports and schedules to the Inspections Manager.
Perform other duties as assigned.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for individuals with disabilities.
High school diploma or general education degree (GED) AND at least two years of experience providing office and/or administrative support, or an equivalent combination of experience and education (Associate's Degree).
Proficiency with MS Office including Word, Excel, Outlook and the ability to work in HUD and/or government database systems.
Ability to communicate clearly and concisely orally and in writing by actively listening and sharing relevant information.
General math knowledge and understanding of accounting principles and budget practices.
Strong organizational skills, including prioritizing, ensuring accuracy, multi-tasking, and handling interruptions appropriately; ensures assignments are completed in a timely and effective manner.
Reasoning skills: ability to meet and deal with the public, establish and maintain effective working relationships with landlords, residents, employees, and other staff of the Agency; deal effectively with situations that require tact and diplomacy; apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; address problems involving several concrete variables in standardized situations; think critically and creatively, reflecting, questioning, and searching for answers and meaning; evaluate ideas and information and develop ideas that lead to action.
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Coordinate and schedule inspections with owners, clients, and inspectors.
Answer incoming telephone calls, determine purpose of callers, and respond to inquiries regarding inspections and other services offered by the Indianapolis Housing Agency or forward calls to appropriate personnel or department.
Retrieve messages from voice mail and respond and/or forward to appropriate personnel.
Communicate effectively and appropriately with other employees, supervisors, individuals from other organizations, and customers.
Work well individually, in a team environment, and as part of a team.
Operate computer terminal to input and retrieve data.
Address complaints in a calm and professional manner.
Prepare and sort documents and identify and interpret data to be entered into computer.
Perform responsibilities efficiently and timely, juggling multiple requests and meeting multiple deadlines; prioritize, organize tasks and time, and follow up.
Take initiative and need little supervision.
Be proficient in basic computer skills, i.e., Microsoft Word, Excel, Internet usage (email).
Demonstrate customer service orientation.
Demonstrate a commitment to problem solving and a focus on being solutions oriented.
Call or write to customers to ensure satisfactory performance of service.
Receive, sort, and route mail.
Send faxes, retrieve, and route incoming faxes.
Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.
Perform other clerical duties as needed, such as filing, photocopying, and collating.
Relay messages and special instructions to inspectors and other departments regarding inspections.
Assist Inspector Manager as needed.
Report suspected fraud to immediate supervisor.
Help address and correct any findings from auditors.
Conduct general research as needed.
Submit status reports and schedules to the Inspections Manager.
Perform other duties as assigned.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for individuals with disabilities.
High school diploma or general education degree (GED) AND at least two years of experience providing office and/or administrative support, or an equivalent combination of experience and education (Associate's Degree).
Proficiency with MS Office including Word, Excel, Outlook and the ability to work in HUD and/or government database systems.
Ability to communicate clearly and concisely orally and in writing by actively listening and sharing relevant information.
General math knowledge and understanding of accounting principles and budget practices.
Strong organizational skills, including prioritizing, ensuring accuracy, multi-tasking, and handling interruptions appropriately; ensures assignments are completed in a timely and effective manner.
Reasoning skills: ability to meet and deal with the public, establish and maintain effective working relationships with landlords, residents, employees, and other staff of the Agency; deal effectively with situations that require tact and diplomacy; apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; address problems involving several concrete variables in standardized situations; think critically and creatively, reflecting, questioning, and searching for answers and meaning; evaluate ideas and information and develop ideas that lead to action.
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