RAD Clerk

Summary

Under immediate supervision, performs routine, repetitive clerical work of a varied nature as a beginner at the entrance level of employment which includes a relatively small proportion of difficult tasks; does other related duties as required.

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position.  This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Supports in position’s capacity all Authority operating departments.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness where uncomplicated determinations are required.
• Opens, time stamps, sorts, numbers, and distributes mail.
• Addresses, stamps, and mails envelopes and other mail.
• Sorts, indexes, and files checks, cash stubs, vouchers, requisitions, or other materials numerically, alphabetically, or according to other predetermined classification, and maintains such files.
• Wraps packages for shipment by mail or express.
• Operates numbering, time stamping, and dating machines.
• Assembles and staples materials for distribution.
• Hand stamps letters, papers, and other documents.
• Fills in and checks form letters, circulars, and forms as directed.
• Looks up needed information.
• Gives information, according to department regulations, in person and over the telephone.
• Answers the telephone and takes messages accurately.
• Maintains prepared mailing lists.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in locating and compiling data needed for reports.
• Compiles and tabulates simple numerical data.
• May assist in preparing and verifying payrolls and makes simple arithmetic calculations.
• Operates varied types of office machines and equipment including duplicating and adding machines.
• When so required, explains details of work to new employees.
• Maintains records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Process accounts payables and accounts receivables according to Newark Housing Authority fiscal policy.  Provides supporting data, materials and documentation and helps prepare reports as required.
• Supports all department activities, works as team member, serves as back-up for other department staff as needed, and performs other duties and responsibilities as assigned

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.  This skill is characterized by the following types of behaviors:

• Takes initiative to make things happen
• Maintains positive “can-do” attitude; successfully meets or exceeds goals
• Demonstrates dedication to and understanding of the mission of the organization
• Contributes to a positive team spirit
• Takes ownership of issues and problems, even when originating in other areas
• Consistently demonstrates effort to meet and exceed internal/external client expectations
• Overcomes obstacles to complete projects/tasks successfully
• Continuously improves own performance standards and results
• Makes specific changes in work processes to improve performance
• Learns and applies new information quickly

 

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes working colleagues as customers. This skill is characterized by the following types of behaviors:

• Treats customers with courtesy and concern; responds promptly, professionally and politely
• Anticipates what customer wants, and works to provide it
• Initiates action/response to customer complaint/inquiry
• Responds in a timely, effective manner, even if just following-up
• Considers every customer interaction as important
• Always delivers on customer commitments; measures performance
• Translates customer information to others in the organization with a need to know
• Ensures that consultation, products and services delivered address the customer's needs by asking customer for feedback

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.  This skill is characterized by the following types of behaviors:

• Willingly shares information
• Recognizes important information and ensures that others that need to know are informed.
• Clearly and concisely expresses ideas and concepts orally and in writing
• Listens openly and non-judgmentally
• Expresses disagreement tactfully and sensitively
• Summarizes input, then checks for understanding
• Listens without interrupting
• Uses correct grammar, spelling and punctuation
• Maintains eye contact when speaking
• Thinks through main ideas that he/she is trying to express
• Ensures information is accurate; stops rumors from spreading

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.  This skill is characterized by the following types of behaviors:

• Will not ignore a problem, even if it is not one's direct responsibility
• Anticipates and acts to avoid a future problem
• Reacts quickly and positively to customer and co-worker inquiries
• Puts the highest priority on accomplishing objectives
• Demonstrates flexibility in balancing job responsibilities and the ability to deal with change
• Puts success of team above own interests and willingly assists others to succeed or complete tasks when needed
• Demonstrates high-level of adaptability and willingness to help as needed
• Takes responsibility for one's own actions
• Ensures fair share of work is completed
• Appropriately shares credit for work and ideas with co-workers and subordinates
• Understands the importance of timeliness and accuracy in the workplace
• Maintains a satisfactory attendance record and is consistently punctual
• Focuses on work-related activities and acts in ways which support mission and goals of the Authority

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.  Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have good computer skills (MS Word and MS Excel).  Must be able to learn other computer programs as required.

Other Skills and Abilities

Should be familiar with basic accounting skills and with help, able to process payments and credits. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school (Bachelor’s Degree preferred) and a minimum of 3 years progressive experience as a clerk or administrative assistant in a fast paced environment, preferably in real estate or property management; or an equivalent combination of education and experience.