Job Title: Housing Clerk
The purpose of this position is to perform a variety of clerical and administrative tasks in order to assist with the efficient operation of various program areas of the Assisted Housing Department.
Essential Job Functions
- Provides information to the public; serves as a receptionist, greets office visitors and responds to inquiries from visitors or over the telephone; promptly and courteously directs callers and visitors to appropriate personnel; provides routine information to employees, the public, and interested parties applying significant knowledge of departmental rules, regulations, and procedures.
- Assists with the Hearing Process including, but not limited to scheduling Hearing dates, sending notification letters, retrieval and duplication of Hearing related materials maintenance of Hearing logs or other Hearing tracking systems. May include notes to DHC’s system of records.
- Prepares draft and final copies of various department correspondence, specialized reports, and other documentation; proofreads documents to ensure accuracy (e.g. application packets); enters and retrieves data for use in reports, for maintaining records, and for tracking purposes.
- Receives, sorts, and distributes mail and faxes in a timely and accurate manner; processes outgoing mail in a timely and accurate manner.
- Sets up and maintains accurate files and ensures security of records; organizes paperwork and correspondence regarding specific program areas; maintains a neat and orderly working area.
- Performs data entry functions as required; inputs and tracks data accurately on a regular basis utilizing DHC’s system of record, and Microsoft office systems such as Excel (e.g. move-ins, transfers, new leases, etc.), reconciles accounts and sends out correspondence on behalf of the Commission.
- RFTA Processing: During the RFTA process, review water bills, taxes or other documents to insure that these items are current, confirm rent reasonableness requirements have been met, calculate utility allowance, determine the unit meets the 40% rent burden test for the voucher holder, negotiate proposed rental rate as may be required, ensure initial inspection is scheduled in a timely manner, retrieve initial inspection reports and process as required including second inspection if the first inspection failed. Notify appropriate HS if a RFTA is voided. Update DHC database and or retrieve data from DHC’s contractor’s data base relative to the inspection outcome. Update applicable RFTA information in DHC system of record. Although the specific process may change, RFTA Processing may include:
- Rent Reasonableness determinations
- Collection of data such as taxes, water bills, or other documents as assigned
- Utility Allowance calculations
- Rent Burden test
- Rent negotiation
- Scheduling of initial inspection
- Notifying appropriate staff if RFTA is voided
- Document functions on various worksheets and DHC databases as assigned
This function is time sensitive and requires organization, follow up and accurate documentation.
- Assists in all areas of the Assisted Housing Department as required; assists in scheduling inspections (e.g. new, transfers, move-out, annual, etc.); may provide assistance involving the inspection process.
- Completes filing and filing –related duties, as may be required.
- Demonstrates regular and predictable attendance.
Performs other duties as assigned.
- Ability to identify issues and/or complaints and direct them to appropriate personnel.
- Ability to work cooperatively and effectively with a wide range of constituencies, co-workers, supervisors, and other professionals
- Ability to speak and write clearly, concisely and effectively
- Ability to produce documents using proper sentence structure, grammar, punctuation, and spelling
- Ability to enter data into a computer or other keyboard device
- Ability to operate standard office equipment including, but not limited to a personal computer, laser printer, fax machine, scanner, copy machine, postage machine, check machine
- Ability to review and/or edit documents for accuracy and completeness
- Proficiency in computer operations and word processing, spreadsheet, database and presentation software with particular knowledge of the Microsoft Office Suite
- Ability to develop and maintain recordkeeping systems and procedures in hard copy or electronic format
- Ability to type 50 wpm utilizing computer systems
- Ability to work efficiently in an atmosphere of frequent interruption
- Ability to collect, analyze and interpret data
- Ability to follow verbal and/or written instructions
- Familiarity with modern office practices and procedures
- Familiarity with Assisted Housing policies and procedures
Physical Effort and Working Conditions
The incumbent typically performs work in an office environment. The employee must be physically able to operate a variety of office machines; must be able to move or carry objects or materials weighing up to 20 pounds; and must be able to walk, stoop, bend or stand for moderate periods of time.
The incumbent must hold a valid state driver’s license and be capable of obtaining federal, state, and local criminal background clearances and pass a drug screening test administered by the Commission or its designated provider.
Minimum Qualifications (Education/Experience)
Completion of high school diploma or equivalent, supplemented by satisfactory completion of coursework in typing, general business, and the operation of business office equipment, plus two (2) to five (5) years of general business office experience, or equivalent. Must meet all pre-employment/promotional job related testing standards. Associate degree preferred.
$12.32 per hour w/Benefits (Probationary Rate)
$12.95 per hour after successful completion of probation
HOW TO APPLY:
Submit cover letter, and resume detailing your qualifications/work experience and Voluntary Self- Identification forms to:
Detroit Housing Commission
1301 E. Jefferson
Detroit, MI 48207
Apply online at www.dhcmi.org under Careers.