Shire Veteran Jobs

Office Manager

Definition:  This is entry-level technical work involving several functions of the Housing Authority.

Examples of Work:  Assists in performing a variety of tasks involving planning and administering housing authority programs.

1. Serve as support to all positions;
2. Reads correspondence in order to become familiar with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints; types responding correspondence in the appropriate format and proofreads response for grammatical format and substance prior to mailing;
3. Proofreads varying types of materials to ensure that information is grammatically correct, complete, consistent, and adheres to agency rules and regulations;
4. Type documents to purchase books, supplies, equipment, services, etc., by referring to catalogs, state contracts, and other sources to obtain prices, specifications, and related information;
5. Organizes and types materials and sets up formats & layouts for printing booklets, pamphlets, etc., for submission to a publisher or computer center; supports the property management staff in the designing of monthly newsletters, social media, and ECHA app content;
6. Functions as a lead worker by distributing and interpreting work assignments, providing assistance, conducting on-the-job training, and reviewing the work of the unit for adherence to processing standards;
7. Fields incoming calls;
8. Answer written inquiries relating to the status of certain aspects of an organization's functions;
9. Enter housing applications for all EHCA and Elco Glen programs;
10. Prepares Application Packets for mailing;
11. Performs eligibility checks on applicants;
12. Notifies applicants of acceptance, denial, or incomplete applications;
13. Applies rental payments to tenant accounts;
14. Reviews surveillance cameras;
15. Determines supply needs and prepares the supply requisitions;
16. Tenant-driven work orders;
17. Assists Executive Director with Board of Director meeting preparations;
18. Assists the Executive Director with various miscellaneous tasks;
19. Manages PIH Notices;
20. Assists Accountant with filing and payables;
21. Makes authorized purchase orders;
22. Ensures mail is processed in the most efficient and expeditious manner;
23. Initiates tracers through the U.S. Postal Service on lost mail or parcel post;
24. Participate in periodic staff meetings and/or training to ensure all functions are being carried out in accordance with Housing Authority policies;
25. Travel for training;
26. Attend community outreach events;
27. Keep supervisor apprised as to work activities;
28. Recommend programs and/or activities that will meet the needs of the housing community;

Perform related duties as assigned by supervisory personnel. The above duties are intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Required Knowledge, Skills, and Abilities:

Knowledge of standard office procedures, practices, conduct, and actions necessary for maintaining harmonious working relationships. 

Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.

Ability to understand and follow oral and written instructions which explain multifaceted procedures. 

Ability to proofread information to conform to a prescribed pattern or form, assure adherence to clerical office methods or comply with specific administrative or procedural rules. 

Ability to transfer information and present it in a modified form according to roles and procedures.  

Ability to collect and organize material for reports by determining what available information should be included and presenting the information n a prescribed, organized format.

Ability to compose straightforward informational correspondence such as transmittals or acknowledgments in reply to requests or questions on the work process or related information. 

Ability to perform basic arithmetic calculations, such as adding and subtracting whole numbers and decimals and multiplying and dividing by one-digit whole numbers or decimal multipliers and divisors. 

Ability to organize work and develop effective work methods involving variable phases of different techniques and procedures. 

Ability to make duty-oriented decisions based on well-defined standards and precedents.