CDA Housing Professional Assistant

About the Department

Position Duties

• Reception Greet visitors, route phone calls, respond to inquiries, and make appropriate referrals Maintain community resource information Process mail and email Applicant/Client Processing and Compliance Enter data of customer information Issue notices Review documents and assign wait list preferences Process verifications Assist with recertification and portability paperwork Process data transmissions to the U.S. Department of Housing and Urban Development (HUD) and monitor data corrections Process maintenance work orders Maintain and audit client files Bookkeeping Purchase supplies Prepare requisitions and purchase orders, and process invoices Reconcile purchasing cards and expenses Process tenant receivables Advanced Administrative Assistance and Project Coordination Set-up and design file and data records Coordinate records for archive and destruction Perform vital document inventory and translation Assist with document digital accessibility Assist with tenant participation activities and events Maintain capital project files and assist with solicitations and bid invitations Create forms and customer surveys Coordinate equipment maintenance requests Perform related work as assigned.

Reception

Applicant/Client Processing and Compliance

Bookkeeping

Advanced Administrative Assistance and Project Coordination

Minimum Qualifications

• Two (2) years applying the following: Office administrative methods, practices and equipment. English composition, correct punctuation, spelling, grammatical usage and acceptable business letter and report formats. Computer software (e.g. Word, Excel, Outlook, Access, Accela, Sharepoint, Legistar, Munis, GTViewer) applicable to the duties of the position. Familiarity with: Business math and basic accounting and budgeting practices OR An Associates degree or two (2) years of coursework towards a Bachelor's degree in Accounting, Business Administration, Finance, Management, Public Administration or other related fields. The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities, and work independently with minimal direct oversight. Ability to: Alphabetize, index, type accurately and efficiently, perform routine mathematical calculations, and accurately allocate charges and expenses to proper cost center accounts Organize, prioritize, and perform administrative and clerical work Utilize database software, enter data accurately, identifying inaccurate and incomplete information, and generating reports Use Microsoft software programs with proficiency (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) Communicate effectively both orally and in writing Follow written and oral instructions accurately Gather information from customers and provide appropriate referrals in a timely fashion Relate to a diverse group of customers and provide exceptional customer service Be patient, polite, and tactful in interacting with irate, irrational, or disoriented individuals Understand and explain CDA policies, procedures, and functions effectively and efficiently Meet deadlines and work under pressure with interruptions Maintain effective working relationships, interact with different work teams and adapt quickly to changing work environments with transitions between various local work sites and assignments Be prompt and maintain excellent attendance
• Office administrative methods, practices and equipment.
• English composition, correct punctuation, spelling, grammatical usage and acceptable business letter and report formats.
• Computer software (e.g. Word, Excel, Outlook, Access, Accela, Sharepoint, Legistar, Munis, GTViewer) applicable to the duties of the position.
• Familiarity with:
• Business math and basic accounting and budgeting practices
• Ability to:
• Alphabetize, index, type accurately and efficiently, perform routine mathematical calculations, and accurately allocate charges and expenses to proper cost center accounts
• Organize, prioritize, and perform administrative and clerical work
• Utilize database software, enter data accurately, identifying inaccurate and incomplete information, and generating reports
• Use Microsoft software programs with proficiency (Word, Excel, PowerPoint, Outlook, SharePoint, Teams)
• Communicate effectively both orally and in writing
• Follow written and oral instructions accurately
• Gather information from customers and provide appropriate referrals in a timely fashion
• Relate to a diverse group of customers and provide exceptional customer service
• Be patient, polite, and tactful in interacting with irate, irrational, or disoriented individuals
• Understand and explain CDA policies, procedures, and functions effectively and efficiently
• Meet deadlines and work under pressure with interruptions
• Maintain effective working relationships, interact with different work teams and adapt quickly to changing work environments with transitions between various local work sites and assignments
• Be prompt and maintain excellent attendance

Other Qualifications

• Ability to meet the transportation requirements of the position. This position works a rotating schedule across CDA central and site offices located throughout the city. Physical Requirements: Ability to perform work at a sit/stand desk using standard office equipment for lengthy periods of time.

Benefits

• Hourly employees are eligible to earn sick leave and may qualify for other benefits depending on the number of hours worked. Please visit our website for more information.

Supplemental Questions