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Office Clerk II – Santa Maria

THE HOUSING AUTHORITY OF THE COUNTY OF SANTA BARBARA ANNOUNCES AN OPEN RECRUITMENT FOR THE POSITION OF:

Position Title: HOUSING CLERK II
Location: Depot Street Development - Santa Maria
Starting Pay: $1,759.76 Biweekly - Full-time - 78 hours biweekly
Closing Date: Thursday, July 21, 2022 - 4:00 PM.

POSITION DESCRIPTION: Under the supervision of the Regional Operations Manager, the Housing Clerk II performs a variety of routine clerical, secretarial and administrative work in answering telephones, responding to email, receiving the public, providing customer assistance, data processing, and record-keeping. Individuals in this classification also provide information on Housing Authority programs and procedures to the general public. In addition to performing the essential functions of the Housing Clerk I position, the Housing Clerk II also performs an initial evaluation of Applications for Housing Program Assistance prior to submittal to the Housing Program Specialist.

Essential and other important responsibilities and duties may include, but are not limited to the following:

  1. Maintain office forms, follow established procedures and assist with administrative tasks.
  2. Answer central telephone system and direct calls accordingly.
  3. Receive the public and answer questions, in person and by telephone; respond to inquiries from employees, the public, and others and refer, when necessary, to the appropriate person, official or department.
  4. Prepare outgoing mail and deliver to post office; receive and date stamp all incoming mail, sort and distribute to office staff; sign for all deliveries and notify recipient.
  5. Use computer system or applications to access, create, edit, print, send, retrieve or manipulate data, files, or other information.
  6. Operate a variety of office equipment including a copier, computer, fax machine, postage machine.
  7. Maintain office supply inventory.
  8. Manage customer queries / complaints.
  9. Maintain a variety of logs and files.
  10. Perform a general evaluation of applications for initial and ongoing program assistance and gather all supporting documents from clients, such as income, assets, and personal identification documents.
  11. Verify reported financial information and references through third-party sources.
  12. Submit complete housing assistance application package to the Housing Program Specialist for final processing, eligibility determination, and rent/subsidy determination.
  13. Conduct final review of the file before closing; prepare files for scanning.
  14. May coordinate property inspections; track pass/fail inspections and notify HCV Housing Specialist.

QUALIFICATIONS

Knowledge of:

  • Microsoft Office; Excel, MS Word, Outlook
  • Client database software, YARDI preferred
  • Basic principles of programs administered by the PHA (HCV, PBV, PBRA, HOME, Tax Credit/Affordable)
  • American with Disabilities Act regulations on reasonable accommodations and fair and equal access to housing programs
  • Enterprise Income Verification (EIV) System - HUD

Ability to:

  • Follow established procedures
  • Be resourceful and proactive when issues arise
  • Prioritize tasks
  • Clearly explain Housing Authority programs, procedures and activities
  • Organize work assignments to ensure timely completion of projects
  • Remain calm under pressure and retain composure and professionalism at all times

Competencies:

  • Reading & Writing
  • Communication Proficiency - bilingual English/Spanish highly desirable
  • Customer Service
  • Technical Capacity
  • Thoroughness
  • Flexibility

Experience and Training Guidelines - Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Two years of customer service experience in an office setting. Experience working in a property or HOA management setting is desirable.

Training: Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.

License or Certificate: May require Proof of valid California Driver's License and driving record acceptable to HA insurance carrier required dependent upon area needs.

WORKING CONDITIONS

The working conditions described here are representative of those an employee may encounter while performing the essential functions of the job.

Environmental Conditions

  • Indoors in a climate-controlled environment
  • Moderate noise with exposure to talking, music, telephones, printers and frequent interruptions
  • Working in a confined area with or without windows; exposure to florescent lights and computer screen for an extended period
  • Public contact

Physical Conditions

  • Stationary position 90%
  • May occasionally move about inside the office to access file cabinets and office machinery
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer
  • Frequently communicates with others
  • Moderate to light lifting and/or move up to 20 pounds

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

APPLICATION PROCEDURE
Submit a resume by email and submit an online employment application using this link. All resumes and online applications must be received by the closing date posted at the top of this announcement.

AN EQUAL OPPORTUNITY EMPLOYER