Job Title: Receptionist/Office AssistantSupervisor: Operations DirectorRevision Date: 5/25/2023Job Location: On-SitePosition OverviewThe Receptionist/Office Assistant is the most forward-facing person at MHA. They answer all incoming phone calls, respond and direct phone calls and emails to appropriate staff and address the needs, concerns, and questions of anyone who comes to the front desk. The receptionist is responsible for ordering office supplies, processing incoming mail and posting and sending outgoing mail daily. The person in this position will need to have excellent customer service skills, the ability to deal with stressful situations, and experience in or a willingness to learn some basic crisis intervention skills.Essential Job Functions & Core Competencies•Answers multi-line telephone, greets walk-in visitors, and through knowledgeable and tactful questioning, determines customer’s needs and directs them to the appropriate personnel. •Multi-tasking and handling a large volume of telephone and walk-in traffic in an efficient, courteous manner.•Maintains a high level of confidentiality in a busy, sometimes crowded environment. •Gives directions, schedules appointments for staff and clients, and follows up with appropriate correspondence. •Performs routine clerical tasks such as making copies, sending faxes, running errands, building new files, filing documents, checking in/out boxes, and handling daily incoming mail and documents. •Performs data entry tasks as assigned. •Provides support services for other office personnel as requested, including but not limited to, correspondence and follow up, verifications, and filing. •Performs miscellaneous office duties on an as-needed basis.•Types and formats routine written material such as correspondence, memoranda, fliers, and reports. •Updates manual and computerized files.•Responsible for preparation of mailings and postage of mailings. •Orders office supplies. •Assists in mass mailing projects and coordinates the mailing of mass mailings.•Assists in document/file organization, retention and destruction as needed.•Works with multiple vendors to ensure the needs of the office are met.•Performs other duties as assigned by supervisor. Knowledge, Skills, and Other Characteristics:•Knowledge of basic office procedures and practices, grammar, and business English.•Knowledge of phone and office reception etiquette.•Knowledge of HUD assisted housing program regulations, policies, and procedures is desirable.•Skill in utilizing multi-line phone equipment.•Skill in handling a large volume of phone and walk-in traffic in a confidential, efficient, professional manner. Knowledge, Skills, and Other Characteristics; (cont.)•Skill in prioritizing tasks and ability to handle several tasks at once. •Skill in time management and appointment scheduling.•Skill in setting priorities and exercising sound judgment consistent with the Housing Authority’s mission and applicable policies and guidelines.•Skill in using standard office equipment, including personal computers, copying machines, postage meters, scanners, and fax machines.•Skill in using Windows-based word processing software and interoffice email (Outlook).•Skill in communicating effectively verbally and in writing.•Skill in using spreadsheet and database software is desirable.•Skill in establishing and maintaining highly effective and courteous working relationships with managers, clients, representatives of other public, private and social service organizations, volunteers, contractors, employees, the public and others encountered in the course of work, some of whom may be upset, dissatisfied and/or abusive.Qualifications:High school education or general equivalency diploma AND two (2) years office experience in a high traffic and multi-line phone environment. Possession of, or ability to obtain, a valid Montana Drivers License and a driving record acceptable to insurance carriers. Physical and Mental Demands:The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee is regularly required to sit; stand and walk; talk or hear, both in person and by telephone; and use hands repetitively to operate, finger, handle or feel office equipment; and reach with hands and arms. The employee is occasionally required to lift up to ten pounds, and on occasion up to twenty pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read, interpret and analyze data and information; use math and mathematical reasoning; analyze and solve problems; observe people and situations; learn and apply new information; perform highly detailed work on multiple, concurrent tasks with frequent interruptions; work under deadlines and with changing priorities and interact with managers, clients, representatives of other public, private and social service organizations, volunteers, contractors, employees, the public and others encountered in the course of work.