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Administrative Support II-Housing

Orange County Government

GENERAL DESCRIPTION:

The Orange County Housing Department has an opening for an Administrative Support II. An employee of this class is primarily responsible for performing administrative, clerical and support functions to assist the various divisions within the Housing Department as well as ensuring grant compliance.

Work is performed under the general supervision of the Housing Director with some leeway for independent judgment within the framework of applicable rules, regulations, policies and procedures in the performance of duties, both in terms of planning and accomplishing work and in making decisions. This position does not supervise staff. Does related work as required.

Background Check is required.

EXAMPLES OF ESSENTIAL FUNCTIONS:

Following are examples of typical work activities and responsibilities for various positions in this classification. The incumbent may be responsible for performing other related duties and responsibilities as required or assigned. A position may not include all the work examples given, nor does the list include all that may be assigned.

Greets customers upon arrival, answers incoming calls providing assistance or referring to the appropriate staff member, and/or refers customers to the website for available forms and resources; receives voice messages and returns calls or routes to the appropriate staff member.

Assists in educating program participants, callers, and visitors about housing-related programs and services.

Assists in reviewing grant requirements, establishes systems and procedures for adequate documentation, and ensures compliance with applicable state and federal requirements; assists in coordinating the administration of COVID-related grants and projects.

Assists with the preparation and submission of federal and state grant applications to support the goals of the County, municipalities and the court system.

Maintains visitor and call logs.

Schedules appointments in coordination with other Housing Department staff and completes all paperwork required for program participants, maintains client records and integrates procedural requirements into operations ensuring strict confidentiality is maintained at all times.

Works with Housing Choice Voucher (HCV) Housing Specialists to maintain an up-to-date list of HCV holders, including contact information.

Prepares and mails letters and other correspondence.

Coordinates general and bulk mailings.

Prepares or assists with preparing various data reports.

Supports department initiatives; performs administrative projects as requested by the Director or other Housing Dept staff.

Assists with logistics for all Housing events and activities; reserves meeting rooms, schedules date(s) and times(s) in appropriate calendars.

Performs clerical duties including answering incoming calls, processing mail, faxes and emails, making copies, scanning and printing documents.

Performs administrative duties including creating files and forms, collecting data, preparing reports and spreadsheets, data entry, scheduling equipment maintenance and maintaining office supply inventory.

May serve as clerk to boards and standing meetings, assisting in developing meeting agendas, coordinating meeting schedules, and drafting minutes.

Emails notices, agendas and reminders for meetings; sets up and tears down meeting areas; purchases food, drinks and paper goods for special meetings.

Notarizes documents as needed.

Adheres to the department’s safety rules and regulations.

Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments.

TYPICAL QUALIFICATIONS:

FULL PERFORMANCE OF KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of Housing programs offered by the Department.

Thorough knowledge of the principles of office management and standard record keeping procedures.

Thorough knowledge of database software used, and the ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software to maintain records, prepare reports, and conduct correspondence related to the work.

Good knowledge of relevant state and local laws and ordinances related to the department services provided, and the ability to interpret and apply specialized policies and procedures.

Good knowledge of confidentiality guidelines and the ability to apply confidentiality guidelines to client information and records.

Skill in being customer-focused, adept at problem solving and working collaboratively with others.

Skill in gathering and documenting information, and the ability to retrieve, analyze and compile information from databases, perform research and prepare reports.

Skill in establishing priorities and the ability to multi-task with frequent interruptions and while under pressure.

Skill in public and interpersonal relations, and the ability to effectively communicate both orally and in writing.

Strong clerical skills (i.e. filing, typing and providing assistance to the general public and staff) and the ability to enter high volumes of data with accuracy.

Ability to demonstrate sound judgment, integrity, resourcefulness, accuracy, thoroughness and the physical condition commensurate with the demands of the position, while maintaining an ethical standard of customer service to a diverse community care.

Ability to recognize and analyze problems, gather relevant information, establish facts, draw valid conclusions and make effective decisions.

Ability to maintain a high degree of accuracy when entering information into files and the computer system; ability to accurately maintain files and records.

Ability to follow oral and written instructions.

Ability to establish and maintain effective professional relationships with and between co-workers, County staff, Advisory Board members, clients and the general public; ability to work collaboratively with others.

Ability to relate well with others under stressful conditions.

MINIMUM QUALIFICATIONS
Graduation from an accredited college or university with an Associate’s Degree in Business or Office Administration or related field of study AND two (2) years of work experience in a front office performing bookkeeping and clerical functions; OR

Graduation from High School or General Educational Development (GED) test equivalency AND five (4) years of work experience in a front office performing bookkeeping and clerical functions.

Bilingual applicants are encouraged to apply.

Possession of or ability to obtain Notary Public certification within six (6) months of hire.

All offers of employment are conditioned upon successful clearance of a background check. Employment cannot commence until the employee has been cleared.

SUPPLEMENTAL INFORMATION:

PHYSICAL REQUIREMENTS AND POSSIBLE HAZARDS
Must be able to physically perform the basic life operational support functions of standing, sitting, pushing, typing, walking, bending, pulling, stooping, kneeling, carrying, grasping, reaching, talking, hearing, handling and repetitive motions of the hands and wrists.

Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.

Must possess the visual acuity to prepare and analyze data and information, operate a computer terminal and perform extensive reading.

Worker is subject to possible hazards that include emotional stress due to clients and/or or family members who may be hostile, resistant or show violent or aggressive behavior.

Orange County is an Equal Opportunity and Affirmative Action Employer

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