Clerical Assistant

Position Summary

The Clerical Assistant provides administrative and clerical support toto staff, helping maintain accurate records, process documents, and deliver courteous service to residents, applicants, landlords, and visitors. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Key Responsibilities

• Greet visitors, answer telephone calls, respond to routine inquiries, and direct individuals to the appropriate staff member.

• Provide general information about housing programs, application procedures, and required documentation using established guidelines.

• Receive, date-stamp, sort, and distribute incoming mail, applications, forms, and correspondence.

• Review submitted documents for completeness and identify missing information for staff follow-up.

• Enter and update applicant, resident, and landlord information in designated databases.

• Maintain paper and electronic files, including applications, correspondence, and supporting documents.

• Assist with scheduling appointments, meetings, interviews, inspections, and resident communications.

• Prepare letters, notices, reports, spreadsheets, and other routine documents.

• Support staff with document collection and processing for eligibility reviews, recertifications, leasing, and other housing activities.

• Scan, copy, upload, and organize records according to established procedures.

• Track document submissions, deadlines, and outstanding items.

• Maintain confidentiality and follow housing authority policies for privacy, records management, and customer service.

• Perform other related administrative duties as assigned.

Required Qualifications

• High school diploma or GED.

• At least one year of clerical, administrative support, or customer service experience.

• Proficiency with Microsoft Word, Excel, Outlook, and general office equipment.

• Accurate typing and data entry skills.

• Strong written and verbal communication skills.

• Ability to organize tasks, manage competing priorities, and meet deadlines.

• Ability to interact professionally and respectfully with individuals from diverse backgrounds.

• Ability to handle sensitive information with discretion.

Preferred Qualifications

• Experience working for a housing authority, government agency, property management company, or social services organization.

• Familiarity with public housing or Housing Choice Voucher programs.

• Experience using housing management software or electronic document management systems.

• Bilingual skills are a plus.

Work Environment

Work is primarily performed in an office setting and involves frequent computer use, telephone communication, and interaction with the public. The position may require occasional movement of files and office supplies and the ability to perform essential duties with or without reasonable accommodation.