Longmont Housing Authority                                                                        Position Title:  Office Assistant - Bilingual (20240308) Announcement: 09/13/2024

CLOSING DATE: Open Until Filled

 

Full Time, Benefitted Position, Non-Exempt                                           Hiring Range:  $19.82-$22.01 per hour

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm

 Benefits include: Medical, Dental, Vision, Flex Spending, Defined Benefit Pension Plan through Public Employees’ Retirement Association (PERA), Life & Survivor, Term Life & AD&D, optional Long Term Disability, Bereavement, Jury & Witness Duty, Parental & Caregiver Leave, Military Leave, Sick, Vacation, Holiday pay, Employee Assistance Program, Tuition Assistance. Other voluntary, employee-elected benefits are available.

 

Job Summary:  Perform a wide variety of customer service and/or office support activities for the Longmont Housing Authority (LHA). LHA is looking for candidates that embody a spirit of service; treat others with respect and dignity; model honesty and integrity; promote a positive work environment; engage in frequent and meaningful communication; hold self and others accountable; promote teamwork; and foster creativity and innovation.

 

Essential Responsibilities:

• Act as a receptionist primarily for LHA, but also including some reception work for non-LHA divisions housed at the facility. Answer incoming calls and manage the general LHA information email account, determine most appropriate respondent to questions and route calls, emails, or visitors to appropriate professional staff person or outside agency.  Provide general information and department specific administrative and procedural information to callers.  Route inquiries appropriately for more complex matters.  Take written messages or transfer to voicemail.
• Provide specific information regarding services offered by LHA and related outside agencies, and provide general and accurate information regarding a wide variety of resources for those seeking out or trying to preserve their housing.

• Perform customer service duties in accordance with best practices, policies, and procedures for providing the highest quality customer experience.
• Accept and process forms, reports, legal documents, applications, registrations or similar materials for various LHA programs.  Includes reviewing documents for complete and accurate information.
• Provides procurement and payment support based on established processes and/or supervisor instructions.

• Composes, edits, and proofreads a variety of basic documents, including forms and memos ; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Assist in coordinating the property and voucher waitlist and lottery processes.
• Sort, scan, index and file documents and records in accordance with LHA’s record retention policy.
• Maintains established office systems, processes, and forms, and follows standard operating procedures.
• Perform basic daily administrative operations and activities and ensures compliance with established organizational policies and procedures.
• Works under direct supervision, or within a team, on special nonrecurring and ongoing projects.
• Assists in scheduling and/or coordinating meetings, seminars, conferences, and training sessions for staff; acts as meeting and/or committee secretary including preparing informational packets, setting up the room, and operating audiovisual equipment.
• Makes travel arrangements, including, transportation, and lodging, conference/training registrations for department management and staff and prepares and submits travel reimbursements requests as needed.
• Follows established procedures in determining completeness of applications, records, and files.

• Coordinates on-boarding requests and office/cubicle moves for new hires and existing staff.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for management approval.
• Perform basic communications and marketing support tasks, including production of flyers and basic website maintenance per supervisor instructions.
• Performs other duties as assigned to meet the needs of LHA.

 

Required Qualifications:

This is an entry level position requiring little prior experience.  Office work skills are desirable. Team player who exhibits strong interpersonal and customer service/experience skills preferred. Valid Colorado driver’s license, good driving record, and background check required.

 

Bilingual Requirements: Required

This position requires/prefers the incumbent to be fluent in the following languages: Spanish. English/Spanish intermediate fluency verbal and written. Intermediate Spanish/English bilingual skills are required.  Advanced Spanish/English bilingual skills preferred.

The proficiency level expectation is: (Intermediate/Advanced)

 

Desired Experience, Knowledge, and Qualities:

• Office administration functions including customer service, records management, and administrative support.
• Operating routine office equipment including, but not limited to, personal computers, copiers, multi-line telephone systems, calculators, and fax machines.
• English language, proper grammar, punctuation, and spelling in oral and written communication.
• Operation of personal computers and related equipment and software including word processing, spreadsheets, databases, presentation software, computer-aided polling, and virtual meeting platforms.
• Demonstrate empathy in customer service and practice compassionate compliance in dealings with the diverse populations we serve.
• Learn and stay current with data collection, storage, and management techniques.

• Maintain composure in difficult situations with the ability to manage and resolve interpersonal conflicts effectively.
• Ability to establish appropriate boundaries with residents and foster a healthy resident culture.

• Demonstrate problem-solving skills.
• Complete many different administrative support tasks; develop work schedules and deadlines. Prioritize tasks and demonstrate flexibility in completing such tasks.
• Understand and work within LHA policies and procedures.
• Establish and maintain cooperative working relationships with co-workers and others.
• Communicate and work effectively with the public and co-workers, including upper level management.
• Communicate clearly and concisely, orally and in writing.
• Proficiently operate standard City computer software and systems. Learn and operate other specialized software or systems required by the LHA.
• Maintain confidentiality of information and sensitive client/employee issues.
• Model organizational attributes in developing and maintaining effective working relationships with staff and colleagues, and in carrying out duties within the organization and the community.

 

Working Environment:

Work is generally performed in standard office environment. Frequent use of technical office equipment including personal computer, document preparation equipment, telephone, and fax machines. May involve the ability to move 15 -20 pounds, mobility through diverse work environments, and frequent exposure to stress associated with varied, complex tasks. May be required to work long or non-traditional hours to fulfill organizational needs, projects, or special circumstances. Exposure to frequent interruptions.

 

Selection process will include complete job description review, personal interview, background investigation, criminal background check, and substance screening.

 

DEADLINE: Open Until Filled

An ONLINE APPLICATION is required. This job is Open Until Filled. The online application process is available for this position on our website at www.longmontcolorado.gov/jobs. Resumes will be accepted in lieu of the full City Application; however, they must be submitted via the City application site for consideration. Open Until Filled positions may close without advance notice. To be considered, please apply as soon as possible. For more information, call (303) 651-8609.

 

The Longmont Housing Authority is an equal opportunity employer and seeks to employ and assign the best qualified personnel in a manner that does not discriminate based on race, color, religion, gender, marital status, age, national origin, physical or mental disability, sexual orientation, veteran/reserve and National Guard status or characteristic protected by law.