SUPPORT STAFF (50075640)

Job Role Summary

Responsible for performing a variety of routine and high level duties in support of Housing's administrative and enforcement staff. Communicating with Housing personnel, personnel from other departments and agencies, and the citizenry of Marion County to obtain and relay information to implement appropriate action.

Essential Duties

• Greets and screens visitors and telephone calls in a courteous and professional manner, and processes complaints or other requests and ensure appropriate delivery to intended recipient.   
• Opens, reads, and distributes incoming mail, and otherwise directs flow of incoming information. 
• Processes all outgoing mail for department.
• Acquires and maintains a thorough knowledge of department’s programs and corporate policies and procedures. 
• Provides information pertinent to routine services and needs of department to all customers and client, both internal and external. 
• Ensures that all complaints received in office are accurately assigned to the Environmental Health Specialist and contain accurate information. This may include complaints from on-line website, phone calls, referrals from other departments or agencies, and by mail. 
• Ensures that time sensitive emergency complaints and provided immediately to the appropriate Environmental Health Specialist and Team Leader and entered into the database.
• Notifies appropriate personnel for deliveries.
• Directs visitors to appropriate personnel or location.
• Collects money from visitors for payment of Housing Department trash tickets and Environmental Health and Safety Management Department cleaning fees, completes receipt for the payment, and updates case immediately in database indicating payment made. 

Essential Duties cont'd

• Provides training for back-up personnel on operations of switchboard, VOIP telephone features, and protocol and procedures relating to management of visitors. 
• Assists other program areas with data entry and/or other job specific duties.
• Assists department with research of special requests from public or help enforcement staff process code enforcement cases.
• Enters referrals to City agencies when code enforcement issues are serviced by their agency. 
• Processes documentation relating to towing and abandoned vehicle program.  
• Works with towing contractors to ensure that accurate information is exchanged and records are current.  
• Trained at the appropriate National Incident Management System (NIMS) and Incident Command System (ICS) level. 
• Participates in the response to public health emergency preparedness exercises and response to public health emergencies, as directed. 
• Participates in a minimum of two H.O.P.E. events totaling a minimum of eight (8) hours annually. 
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent .
• 1- 3 years previous secretarial experience preferred.

Knowledge, Skills & Abilities

• Excellent verbal and written skills.
• Knowledge of Microsoft Office, Word, Excel, Access, and PowerPoint.
• Knowledge of office equipment, such as scanners and multi-functional devices.  
• Must have the ability to work independently and in team setting.
• Must be able to pay close attention to detail.
• Experience working in a professional office setting preferred.

Working Environment

• Confined sitting, standing, or walking in office setting.
• Steady use of hands or fingers with computer, phone, and/or calculator.
• Lifting of files.  Carrying files in arms.
• Exposed to visual, back, and neck strain from prolonged computer usage.