Clerk Typist 2

This position is responsible for customer service, routine clerical work, processing documents, assisting customers, and providing clerical support for the Housing Department.

• Follows safe practices in the performance of duties.

• Performs front desk duties by greeting visitors, directing individuals to proper office locations, taking information, and screening and routing telephone calls.

• Performs clerical duties such as typing, faxing, copying, answering the telephone, taking messages, and making appointments.

• Operates office computer for data entry, retrieval and word processing.

• Composes routine letters, form letters, departmental reports and other memos.

• Files and retrieves materials by systemically sorting and storing documents alphabetically, numerically, chronologically, or using similar filing methods.

• Receives applications, documents, forms, and fees directly from the public and screens, sorts, and assembles for further processing.

• Process fees and payment with software program.

• Opens and sorts mail.

• Provides the necessary paperwork to landlords/homeowners and answers questions related to code enforcement, rental registration and licensing, systematic and complaint inspections and property maintenance issues.

• Tracks and enters inspection data into software producing letters and reports.

• Maintains violation notices, enforcement steps and scheduled inspections.

• Processes citations and citation reports for distribution to district judges and Pennsylvania courts.

• Provides back-up and overflow support to other Housing Clerk Typist II.

• Assists in covering occasional main City Hall front desk receptionist shifts.

• Provides clerical support for the Deputy Director of CPED, Housing Inspector Supervisor and designated inspection staff.

• Organize and track the use of office supplies and equipment and order as needed

• Receive invoices for office supplies and equipment and process for payment

Education, Training and Experience

• Graduation from High School or completion of a GED is required preferably with courses in typing and business procedures and practices and one (1) year clerical experience.

Licenses and Certificates

• Possession of a valid Pennsylvania State Driver's License, preferred.

• Knowledge of safe practices related to an office setting.

• Knowledge of practices related to local, state and federal housing programs.

• Knowledge of operation standard office equipment such as personal computer, scanner, fax machine and copier.

• Knowledge of modern office management procedures, practices and equipment.

• Knowledge of office automation.

• Knowledge of business mathematics.

• Proven proficiency in knowledge, understanding and use of the Microsoft (or similar) suite of tools (Word, and Excel Outlook or Lotus Notes) is required. Munis experience is welcomed.

• Ability to perform data entry and retrieval.

• Ability to provide information, both in person and over the telephone in a courteous, friendly and firm manner.

•  Ability to keep complex records, to assemble and organize data and to prepare reports from collected data.

• Ability to learn the regulations, procedures and activities of the Housing Department and EDNR Bureau.

• Ability to file, numerically/alphabetically.

• Proven ability to multi-task is required.

• Proven ability to maintain strict confidentiality of all information is required.

• Proven ability to use tact and discretion when dealing with highly sensitive information is required.

• Proven ability to work effectively under minimal supervision is required.

• Proven ability to meet deadlines is required.

• Proven ability to plan and organize work schedule is required.

• Proven ability to maintain routine records.

• Positive interpersonal skills are required.

• Ability to write and organize correspondence.

• Proven ability to do math calculations of addition, subtraction, and multiplication is required.

• Ability to operate a vehicle on private and public streets is required.

• Proven ability to read, write, speak and comprehend written or oral instructions in English is required.

• Ability to read, write, speak and comprehend Spanish is preferred.

• Proven ability to work as part of a team and to collaborate successfully with others is required.

• Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations is required.

• Proven ability to exhibit customer-centered behaviors and to focus on customer needs is required.

• Proven ability to commit to excellence in service and to continuous improvement is required.

Environmental Conditions

• Indoors, environmentally controlled.

Safety Equipment Used or Needed

• None

Comments

• Skills assessment required.

• Lift up to 10 lbs.

• Spanish-speaking/bilingual preferred.

• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.