Administrative Services Specialist – Front Desk

Purpose: create a welcoming and professional first impression of the Scott County Community Development Agency (CDA) and connect guests/inquiries to the right CDA resources. Performs intermediate office and skilled administrative support work for all departments of the Agency and related work as apparent or assigned. Work is performed under the moderate supervision of the Housing Director, with work direction for general administrative duties provided by the Administration Department. Essential Functions Provide excellent client service, which is responsive, considerate, and respects confidentiality while delivering quality public services and service experiences to clients; helps to develop and maintain effective and efficient client service practices; ensures employee, client and applicant confidentiality is maintained. Performs front desk office duties: Maintain welcoming and professional public spaces in the CDA office. Professionally respond to and route visitors, calls, emails and mail. Welcomes visitors and answers calls to assist clients or educate public on available CDA resources and programs; handle difficult situations in a professional manner, actively listening in order to best assist visitors who may be frustrated, distraught, or in need of additional assistance due to limited English proficiency. Maintain a neat and orderly reception area; stock brochures and materials relevant to clientele. Processes incoming and outgoing mail; prepares and distributes packages and e/mailings. Assist Staff by preparing and sending out general or bulk mailings. Drop off mail at post office on a daily basis; may occasionally have to drop off at UPS/FedEx. Maintain an adequate office supply and equipment inventory. Copy, update lists, records/reports, assemble reports and packets and prepare large e/mailings. Receive incoming client maintenance requests; forwards requests to applicable staff; enters, closes out and files work orders. Perform office support and services including contacting vendors for issues phone/copiers mail machine/cleaning services and shredding service. Performs case work support duties: Provide case work (project) support by sending/receiving recertification packets, checking for completion of packets, sending letter to client requesting missing items, working with the case worker to ensure recert completion. Performs scanning duties of documents according to program guidelines Provide support for waiting list (project) through housing management software Performs administrative support duties: May alleviate administrative detail as requested from CDA leadership team May perform Board Recording Secretary duties including putting together packets, attending Board meetings, taking minutes, and distributing information. Reliable attendance is required for this position.