Office Support Specialist (HRA)

About the Department

To be the primary contact for customer service inquiries and to provide administrative, financial, and technical services to the Housing and Redevelopment Authority (HRA), including a general knowledge and understanding of all functions of the Authority and how programs and processes within HRA are organized.

CITY VALUES & EXPECTATIONS

• Models and contributes to a positive work environment, culture of communication, engagement and safety
• Communicates effectively and respectfully with employees and the general public, including but not limited to those of diverse racial, ethnic, religious and socioeconomic backgrounds
• Works cooperatively as a member of a team; develops and maintains effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Embraces the City’s shared values and contributes towards accomplishing the City’s vision and goals by being creative, innovative, continuously learning, and communicating clearly

Position Duties

ESSENTIAL DUTIES

• Be the point of contact for customer service inquiries, including staffing the front counter and monitoring the phone. Answer questions or make referrals where appropriate, communicating effectively with the public and city staff to ensure dissemination of complete and accurate information
• Receive, prepare, and process various documents and reports for the HRA, including researching and assembling data requested by Administrator
• Complete various administrative tasks such as mailings, electronic signature requests, and/or scheduling meetings
• Respond to questions regarding Section 8 and HRA program information and procedures
• Create and update HRA web pages, flyers, and other communication materials 
• Prepare and code weekly HRA check requests for payment 
• Process changes, new clients, vendors, deletions, payments, or complete other basic billing functions using Munis
• Maintain HRA electronic and file/binder organizational system 
• Co-coordinator of Home Improvement Fair (including vendor registrations, website information, press releases, advertising, setup, etc.) and other outreach or community engagement events 
• Arrange conference and training registrations for Board and staff 
• Attend bimonthly evening HRA Board meetings as Secretary on the 2nd and 4th Tuesday of every month. Post agenda and take minutes
• Lead small administrative projects such as file management cleanup, document retention, uploading records to Laserfiche, or website redesign

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Ability to respond quickly and positively to customer needs and find responsive solutions
• Demonstrate a friendly, patient, and positive attitude in all customer interactions
• Work assignments are completed in a thorough, accurate, and timely manner
• Priorities of work assignments are effectively established and maintained
• Excellent written communication skills, including editing, proofreading, and the ability to analyze documents for accuracy 
• Work is performed effectively under pressure and deadlines are met
•  Files are maintained in an accurate, complete, and timely manner
• Contacts with City staff, HRA clients, or general public create a favorable image of the Division.
• Dependable and accountable
• Ability to operate a keyboard with speed and accuracy
• Ability to adapt to change while working in a high-paced, high customer volume area
• Ability to communicate effectively orally, in writing, over the phone, or in person
• Possess excellent aptitude, organizational skills, and critical thinking skills
• Ability to multi-task while maintaining a professional and positive attitude
• Ability to work cooperatively as a team member
• Ability to work under minimal supervision, effectively under pressure, and meet deadlines
• Ability to develop and maintain effective working relationships with the public and City staff
• Ability to work overtime when necessary and attend night meetings when needed

Minimum Qualifications

MINIMUM QUALIFICATIONS  

• High School graduate or equivalent
• 3 years of responsible office support experience
• Excellent Microsoft Office Suite skills 

DESIRABLE QUALIFICATIONS

• Minimum 1 year of customer service experience
• Minimum 1 year of work experience with affordable housing programs including the Housing Choice Voucher (Section 8 rent assistance) program
• 2 years post high school (or equivalent) education
• Experience with software programs used by the HRA including YARDI or Munis
• Ability to speak a second language in addition to English that has a recognized presence in the community. Frequent languages include Somali, Spanish, Hmong or Vietnamese

Other Qualifications

SUPERVISION OF OTHERS

This position does not supervise others.

Anticipated Hiring Range: $30.51 – $32.36 Hourly

2024 Full Salary Range: $30.51 – $40.67 Hourly

Full-Time; Non-Exempt; Union; Benefits Eligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.

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