Office Specialist III Job Description

About Marin Housing Authority / Careers

Established: 11-20-79

Revised: April 2005

Definition

Under general supervision, performs complex clerical and/or eligibility support duties for Section 8, public housing, supportive services and/or rehabilitation programs; assists and informs the public on housing authority processes and requirements; assists and provides clerical, data entry, and file and records maintenance to eligibility unit; maintains complex files, data and records; and performs related work as assigned.

Supervision Received and Exercised

Receives general supervision from the Program Manager level. Receives lead direction from Program Specialists as required.

Class Characteristics

This is the advanced journey class within the Office Specialist series. Duties assigned are primarily oriented to typing, filing, proofreading, performing arithmetical computations, answering the telephone, working closely with clients and the public and providing information. This class is distinguished from the Office Specialist II by its independence of action and decision making in an assigned Housing Authority program and knowledge of related Section 8, public housing, supportive services and rehabilitation programs rules, regulations and guidelines.

Examples of Duty (Illustrative Only)

• Types and keeps records of a statistical nature; makes arithmetic computations, keeps staff calendars and schedules appointments and keeps tracking logs.
• Answers incoming calls and gives routine information to the public; assists in scheduling and setup for housing inspections and provides referrals to the general public.
• Assists the public and clients by responding to inquiries and providing information within established policies and procedures; issues and receives various forms; checks submitted forms for completeness and accuracy in information with established standards.
• Types correspondence, reports, forms and other documents from rough draft, marginal notes or verbal instructions; proofreads typed material.
• Distributes and delivers required information to staff and participants within tight timeframes; schedules appointments and follows up with participants and the submission of required documents.
• Maintains files, databases, records, manuals, and indexes within close timeframes; classifies and posts statistical data within database; operates standard office equipment in the course of work.
• Perform other related work as assigned.
  

Qualifications

Knowledge of:

• Housing program requirements and processes; related required documentation and scheduling and submittal timelines.
• Standard office and administrative policies and procedures; specified computer applications involving word processing, data entry, data base access and/or standard report generation.
• Business arithmetic; standard office practices and procedures including filing and the operation of standard office equipment, including a computer and applicable software.
• Business letter writing and the standard format for typed materials.
• Methods and techniques for basic report preparation and writing; record keeping principles and practices; correct business English, including spelling, grammar and punctuation.
• Accounting, clerical, maintenance, inspections, computer operation terminology required.
• Operating principles of data entry equipment and basic mathematical skills.

Skill in:

• Understanding and following oral and written instructions; performing general clerical work quickly and accurately; making arithmetical calculations; maintaining and creating files and databases.
• Making decisions in routine procedural matters without immediate supervision.
• Preparing and maintaining accurate and concise records and reports.
• Operating a high volume telephone switchboard; dealing tactfully and courteously with the public and other employees in stressful situations.
• Performing word processing and data entry at a sufficient rate from clear manuscript or printed typewritten copy.
• Working effectively under pressure; maintaining basic financial records; maintaining schedules and making appointments and maintaining confidentiality of documents and information.
• Working collaboratively with housing program staff to assure the provision of comprehensive and coordinated services.
• Operating standard office equipment including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to a high school diploma or its equivalent and three years of general office experience directly relating to the operations and activities of the assigned work unit.

Specialized course work in administration support, affordable housing, or social services eligibility is desirable.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to handle, objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels.

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