Job Description
Job Description
POSITION SUMMARY: The employee in this position is responsible for the performance of receptionist duties and providing varied routine-to-moderately complex clerical and general secretarial work to help ensure efficient and effective operations of the Central office. This position requires proficiency in Microsoft Office Suite, in particularly MS Word and Outlook. Work involves a high degree of public contact. ESSENTIAL JOB FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. 1. Provides initial contact between the public and the Housing Authority of Savannah; greets all visitors and clients in a professional and courteous manner. 2. Maintain security by properly screening guest and visitors, following safety procedures and protocols, and enforcing building access control procedures. 3. Periodically check entry/exit secured access doors of the reception area to ensure continuum safety and security. 4. Promptly notifies staff of visitor arrival and ensures that they are assisted in a timely manner. 5. Answers large volume of incoming phone calls in a timely manner, retrieves messages, and distribute messages accordingly. 6. Answers routine questions and routes technical questions to appropriate staff persons. 7. Provides accurate information regarding application procedures, waiting lists, and qualifications to both callers and walk-in clients. Receptionist (Central Office), Job Description February 20, 2019 P a g e 2 | 3 8. Obtains and furnishes general information to the public concerning policies, procedures, rules and regulations. 9. Performs a variety of clerical duties in order to facilitate office operations (e.g., sorts and distributes mail; makes copies; verifies the identity of the person submitting the information and forwards to appropriate person; files and retrieves documents; provides and maintains forms; prepares and assembles packets; maintains office supplies; performs inventory; etc.). 10. Operates office machines and equipment, including personal computer. 11. Creates, post, and or distributes flyers and brochures for meetings and events. 12. Maintains calendar and makes appointments for staff as instructed. 13. Ensures lobby is always clean and organized; regulate nonpermissive food or drinks rule. 14. Performs other work-related duties as assigned. REQUIRED KNOWLEDGE AND ABILITIES: 1. Ability to meet and deal tactfully and courteously with the public. 2. Ability to perform responsible secretarial and clerical work with speed and accuracy. 3. Ability to establish and maintain effective working relationships with co-workers, residents, and HUD; ability to communicate with people from a broad range of socio-economic backgrounds. 4. Knowledge of the general operations and procedures of a Public Housing Agency (PHA). 5. Knowledge of business English, spelling and arithmetic. 6. Knowledge of modern office practices and procedures. 7. Skill in the operation of a personal computer, typewriter, copier, calculator and other business machines. 8. Ability to understand and accurately follow written and oral instructions. 9. Ability to present ideas in a clear concise manner, both orally and in writing. 10. Ability to prepare and maintain accurate and complete records and reports. 11. Ability to analyze situations and make decisions in procedural matters without immediate supervision. 12. Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc. 13. Ability to maintain confidentiality. PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Manual dexterity of the hands/wrists in order to operate a computer keyboard, calculator and other office equipment; good eyesight to read/write and visually use a computer screen; strength and flexibility in order to bend, reach, stoop and lift; good hearing to accommodate and greet persons coming into the office and to handle telephone conversations; clear speech and verbal skills in order to communicate with the public and co-workers; ability to operate a motor vehicle. Must be able to sit for extended periods of time. Must have ability to cope with stressful circumstances and to cordially interact with coworkers to accomplish common tasks. Regular attendance required.