Administrative Assistant I (Housing)

ESSENTIAL DUTIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential duties are not necessarily listed in priority order.

  1. Provides general clerical and administrative support duties as requested and directed by supervisor; answers the telephone and receives visitors; provides general NCS-Housing Services Division information; screens and refers callers to appropriate employee or department; accepts complaints, including property maintenance complaints, and refers to appropriate inspector.
  2. Receives applications for rent assistance and enters applicants into a computerized waiting list; updates the database for applicant changes, as needed; conducts periodic purging of the waiting list.
  3. Assists in determining all aspects of initial eligibility of Rent Assistance Program applicants and their position on the waiting list, including, but not limited to, verification of income, preference, citizenship or eligible immigration status, family composition, and a complete criminal background review.
  4. Receives applications and gathers information necessary in determining initial eligibility of applicants under various housing rehabilitation and home ownership programs; provides assistance to loan applicants; assists in setting up and maintaining client files; helps verify all sources of income and assets and helps ensures various other criteria for assistance are met. Assures persons not eligible for assistance are notified of their ineligibility within a reasonable amount of time and are provided with information on how to appeal the decision.
  5. Prepares mortgage satisfactions and records the documents with the Rock County Register of Deeds Office, as appropriate.
  6. Coordinates loan application process with the Clerk-Treasurer’s Office and assists with entering loans in the computerized loan management system; prepares and records loan satisfactions.
  7. Coordinates loan application process with the Clerk-Treasurer’s Office and assists with entering loans in the computerized loan management system; prepares and records loan satisfactions.
  8. Reviews compliance of current loans, including ongoing verification of household income of loan recipients and tenants in units rehabilitated with program funds; occupancy status; homeowners’ insurance status; and payment of property taxes. Recalculates monthly loan payments as required.
  9. Provides administrative support to the Community Development Authority (CDA), including distributing agenda materials, posting materials to the City’s website, and preparing meeting minutes.
  10. Develops and maintains rapport with future, current, and past program participants and with future, current, and past landlords; coordinates activities with other departments and agencies, as needed.
  11. Collects and records Division employees’ time worked and attendance and submits in a timely manner to the Finance Office for payroll processing.
  12. Receives, sorts, and distributes incoming Division mail.
  13. Organizes, maintains, and orders office supplies as needed; schedules maintenance for equipment and contacts vendors for merchandise information.
  14. Updates Division information on the City website.
  15. Maintains up-to-date knowledge of HUD program rules and regulations. Recommends appropriate amendments and policy changes to the Administrative Plan to the NCS Director.  Reviews HUD circulars, memorandums, directives, and Federal Register proposed and final program rule changes.
  16. Gathers, interprets and prepares data for studies, reports, and recommendations.
  17. Establishes and maintains accurate program records and administrative files; creates and maintains filing systems for both paper and electronic records and files.
  18. Assists in the development of notices, correspondence, forms, brochures, flyers, manuals, and other informational materials about Division programs and services.
  19. Maintains confidentiality of Division records and clients.
  20. Adheres to all departmental and City safety policies.
  21. Performs other special projects and duties as assigned or required during and after regular business hours, including providing support as a part of any City response to essential or emergency operations.Administrative Assistant (Housing) 2022

City of Janesville

Position
Description

Position Title Administrative Assistant I (Housing)
Department Neighborhood and Community Services Division/Office Housing Services
Date Approved September 15, 2022
Full/Part Time Full Time Union/Non-Union Non-Union
Reports to Housing Services Director Positions Supervised None
FLSA Status Non-Exempt Pay Grade 5

 

CITY OF JANESVILLE DIVERSITY STATEMENT:

The citizens of Janesville choose this community not just as a place to live but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place.”

OBJECTIVE:

Under the general supervision of the Housing Services Director, this position provides varied and complex administrative support to the Housing Services Division in the Neighborhood and Community Services Department. The Administrative Assistant I applies advanced clerical and customer service skills in support of the efficient operation of the Division.  This position also assists with the administration of various programs offered, including, but not limited to, rent assistance, housing rehabilitation, home ownership, and property maintenance.

RELATIONSHIPS:

Reports to: Housing Services Director. The Administrative Assistant I may also take direction from the Director of Neighborhood and Community Services.

Has no regular supervisory duties.

Has extensive work contact with the general public, including regular Rent Assistance Program participants and applicants, and rental property owners and managers. Has regular work contact with Department, Division, and Office heads, City employees, vendors, outside governmental agencies, non-profit organizations, and the general public. May have work contact with City elected and appointed officials, Community Development Authority board members, business representatives, community leaders, contractors, and homeowners.

MINIMUM POSITION REQUIREMENTS/QUALIFICATIONS

Education and Experience

Minimum education and experience required to perform essential duties of the position.

  1. A High School diploma or equivalent is required.
  2. An associate degree from an accredited college or university is preferred.
  3. A minimum of three (3) years of office support, administrative, or professional clerical experience is required.
  4. Experience is social work or working for a social service agency is desirable.
  5. Have a valid state-issued driver’s license at time of hire.

For successful performance in this position, the incumbent will need to demonstrate the following knowledge, skills, and abilities.

Knowledge of:

  1. Thorough knowledge of modern administrative or office support practices and procedures.
  2. Knowledge of records management, report preparation, and filing methods.
  3. Some knowledge of accounting principles and practices.
  4. Knowledge of departmental policies, procedures, rules, and regulations.

Skill in:

  1. Excellent time management, organizational, and prioritization skills.
  2. High level of accuracy and attention to detail.
  3. Exceptional communication skills, paired with a strong customer service background and effective interpersonal skills.
  4. Working with the public in a fair and consistent manner, maintaining objectivity, and excluding personal bias while performing job duties.
  5. Strong clerical skills.
  6. Intermediate proficiency in Microsoft applications, including Excel, Word, and Outlook.
  7. Strong ethics base built upon integrity, honesty, initiative, and respect.

Ability to:

  1. Compose, proofread, and edit routine correspondence and reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
  2. Comprehend and interpret state statutes and City ordinances.
  3. Receive, screen, address, and/or refer visitors and incoming telephone calls in an efficient, courteous, and professional manner.
  4. Perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
  5. Maintain files in a filing system and compile, assemble, and distribute information per set procedures.
  6. Prioritize and schedule various tasks in a diversified and fast pace office environment.
  7. Effectively and efficiently schedule and organize workload, maintain required records, prepare reports, and handle multiple tasks at one time.
  8. Communicate effectively, both verbally and in written form, and to follow verbal and written instructions in a timely manner.
  9. Establish and maintain effective working relationships with Rent Assistance Program participants and applicants, rental property owners and managers, City Department, Division, and Office heads, staff, outside governmental agencies, non-profit organizations, vendors, contractors, and the general public.
  10. Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.
  11. Timely perform duties with considerable judgment, resourcefulness, and initiative under minimum supervision and within the boundaries of responsibility.
  12. Work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing work assignments, with accuracy and attention to detail; must be able to organize work, adapt to changing priorities, meet critical deadlines, and follow up on assignments with a minimum level of direction.
  13. Successfully interact with a diverse group of individuals.
  14. Maintain composure and calmly deal with stressful situations, difficult people, and, at times, challenging situations.
  15. Work effectively as part of a team to solve problems, generate ideas, and accomplish Division and City goals in a positive, supportive manner.
  16. Work independently with minimum supervision, manage time effectively, and meet assigned deadlines.
  17. Maintain confidentiality in the Housing Division and the City of Janesville, possess a high level of integrity, exemplify a professional work ethic, demonstrate tact and decorum, and display a positive, welcoming, and friendly attitude to all.
  18. Comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to the supervisor.

EQUIPMENT, INSTRUMENTS, AND MACHINES:

Machinery and equipment including personal computer, printer, fax machine, scanner, copier, City vehicle, telephone, cellular phone, 10-key calculator, typewriter, industry- specific software, and other standardized or specialized office equipment.

PHYSICAL FACTORS:

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in an office environment.  An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects. The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to finger, handle, feel or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included.  There is frequent twisting, reaching, wrist turning, and grasping.  The employee may be required to climb or balance.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. The employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas.  Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials, or tasks.

The employee will spend the majority of the working day inside speaking with other employees or members of the public.  The working conditions in the office are comfortable. The noise level is generally quiet to moderately noisy.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position or is responsive to the needs of the City of Janesville. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Organization: Neighborhood and Community Services with the Office of House Services

Job Location: Janesville, WI