Receptionist Job at The Housing Authority of Chester County in West Chester

Position Summary:

The receptionist position is a part-time 25-hour work week that reports to the Vice President of the Housing Choice Voucher Program. The receptionist is responsible for greeting visitors, answering questions and re-directing accordingly, forwarding calls to the appropriate parties, accepting and processing incoming mail and distributing it to the appropriate staff. Additionally, the receptionist will help with filing and other clerical duties for the HCV program.

Essential Duties:

• Operate office machines such as photocopiers and scanners, fax machines, stamp and seal machine, voicemail system, and personal computer.

• Operate the Housing Authoritys multi-phone line system, answer and forward calls to the appropriate department staff.

• Greet in-person visitors in a professional manner.

• Accept completed applications and recerts from in-person clients. Ensure all necessary information is filled out along with the supporting documents.

• Answer client questions or direct them to the appropriate staff.

• Accept and process incoming mail and distribute it to the appropriate department and staff.

• Prepare outgoing mail.

• File HCV documents in the respective cubicle and area.

• Maintain clientele, staff and agency confidentiality.

• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Basic knowledge of the general operations and procedures of HACC departments, properties, and HUD housing programs.

• Understand administrative and clerical procedures and systems such as managing files and records.

• Proper application of the English language in spelling, grammar and punctuation.

• Knowledge of the principles and procedures of record-keeping.

• Ability to work under pressure in a fast-paced environment.

• Exceptional customer service to landlords and a diverse population of internal and external stakeholders and clients.

• Adaptability to changing business needs, conditions, and work responsibilities.

• Proficiency in using Microsoft Office applications including Word, Excel, Outlook and the internet.

• Awareness of local social service agencies and community resources to provide information to clientele.

Education and Experience:

Two (2) year college degree in Business Administration, Human and/or Social Services or Certification in Business Administration/Clerical or not less than one (1) year of experience in related field, or one (1) year of experience in the administration of a Public Housing Authority.

Meeting, calendar, time and event management experience preferred.

Key Competencies:

A willingness to learn about Housing Authorities and the programs within. Demonstrated ability to create and improve processes. Driver's License required.

Physical Demands & Work Environment:

• Work can be sedentary but also involves physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.

• Must be able to sit or stand for up to eight hours while performing work duties.

• Must be able to bend, stoop, push, and pull in the performance of office-related duties.

• Must be able to use fingers bilaterally and unilaterally to operate office equipment.

• Must have vision and hearing corrected to be able to perform essential job functions.

• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

• Must be able to lift up to 10 pounds.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.