The Office Support Assistant will perform Housing Assistance and agency receptionist duties including answering telephones, greeting the public, providing program information, and assisting clients with the completion of program applications. Perform administrative and support duties for the Housing Assistance department, route incoming fax documents, process mail and document imaging. Assist with the administration of the Housing Choice Voucher waiting list by answering applicant questions, providing program information as necessary and assist with regular waitlist update processes.

The Dakota County CDA has an excellent benefit package that offers medical, dental and vision insurance plans, retirement plan (with an annual agency contribution of 12.7% of the employee’s salary), life insurance, short and long term disability insurance, tuition reimbursement, etc.

The Dakota County CDA is a leader in affordable housing and community development programs. The agency owns and manages over 2,900 units of affordable housing located throughout the county and additionally administers the fourth largest Housing Choice Voucher (rent assistance) program in the state. There are six departments at the CDA; Administration, Community & Economic Development, Finance, Housing Assistance, Housing Development and Property Management. The CDA employs 146 staff who oversee local, state, and federal programs serving Dakota County. For more information about the CDA, visit www.dakotacda.org

Selection Process

• You submit an online application that includes supplemental questions

• We assign you a score based on your qualifications

• Top scoring candidates are referred to the hiring manager for interview consideration

• We conduct background and reference checks before hiring

Perform Department and Agency receptionist duties

Act as receptionist for the Housing Assistance department and Agency; answer telephones, direct visitors, handle inquiries or complaints, supply general information, screen, and refer more complex inquiries and complaints to appropriate personnel and process incoming and outgoing mail.
Open and close the public area of the office.
Provide program information: respond in person, through the mail, email or over the telephone to requests for information.
Provide program information and screen prospective applicants for program eligibility based on assessment of the situation and customer needs.
Enter, retrieve, access data from computer systems to investigate and verify information.
Provide information and referral resources, as needed.
Maintain various reference materials and lists.
Be aware of in/out status of all agency personnel.

Perform day-to-day administrative tasks for the Housing Assistance Department

Scan and index file documents and correspondence in electronic document management system. Determine and assign document type, review all output images for proper sizing, resolution, and overall quality.
Mail, email, and fax third-party verifications; access available websites for information.
Route incoming fax documents to appropriate staff.
Coordinate and process bulk mailings.
Use office systems to track and complete assigned work and maintain records.
Assist with annual and periodic organizing and purging of department files.
Assist with special projects and complete other duties as assigned.

Assist with the Administration of the Housing Choice Voucher waiting list

Provide general information on the Housing Choice Voucher waiting list, answer applicant questions and status inquiries.
Assist with regular waitlist update process.
Assist applicants with registering for Rent Cafe, applying and updating their account.

Act as a positive representative of the CDA

Promote a positive image of the CDA to clients.
Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA.
Answer calls and emails within 24 business hours.
Handle calls or meetings with irate parties in a professional manner to diffuse the issue/conflict.
Abide by all CDA Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA.

Minimum Qualifications

One-year related education and/or experience

Knowledge, Skills and Abilities
Knowledge of:

Proficient in the use of Microsoft Office programs (Word, Excel, PowerPoint, Outlook).
Knowledge of general office equipment.
Knowledge of office functions, policies, and procedures.
Knowledge of Agency purpose, programs, and functions.
Knowledge of English language, grammar, and punctuation.
Ability to communicate orally and in writing.

Ability to:

Ability to handle difficult situations in a professional manner when dealing with the public and agency employees.
Ability to work with a varied client base including special populations/clients with special needs and communication barriers.
Ability to work both independently and to collaborate with team members.
Ability to work under pressure and with interruptions.
Ability to work independently on several tasks at one time, to set and meet deadlines.
Ability to be flexible.
Ability to maintain privacy and client data confidentiality.

Essential Physical Requirements:

Must be physically able to perform the essential functions of the position, as indicated under Responsibilities and Duties listed above.
Ability to sit/stand a large portion of the day at a desk or workstation.
Ability to read, type, write, and handle small objects or tools.
Ability to speak clearly and listen attentively during meetings, phone calls, and other interactions.
Occasional walking and standing might be required, such as moving between different office areas or attending meetings.
Occasionally lifting and carrying light objects, such as files, documents, or office supplies.
Occasionally reaching above shoulder height or bending to access files, equipment, or supplies.

Working Conditions

Assigned tasks are generally carried out while seated at a desk in an office environment.

Dakota County Community Development Agency is an equal opportunity employer and will not discriminate on the basis of race, color, creed, age, religion, national origin, marital status, disability, sex, sexual orientation, familial status, status with regard to public assistance, local human rights commission activity or any other basis protected by law.

Dakota County Community Development Agency accommodates qualified persons with disabilities in various aspects of employment, including the application process. If you believe you need a reasonable accommodation to complete the application process, please contact Human Resources at 651-675-4431.

Applicant Data Practices Advisory

According to Minn. Stat. § 13.04, Dakota County Community Development Agency (CDA) must advise you of the following.

Purpose and intended use of the data:

The CDA collects this information for recruitment purposes. Your data will be used to screen and select applicants for employment. In the event you are selected for hire, your data will be used to perform a criminal background check through a trusted third party agency, which may include the Bureau of Criminal Apprehension. Consultant, CDA and/or officials involved in the hiring process will have access to the data provided. Data may be shared upon court order or provided to the state or legislative auditor, upon request.

Whether you may refuse or are legally required to supply this data:

Application for employment as well as supplying any data in application for employment is voluntary.

Consequences arising from supplying or refusing to supply this data:

We take pride in hiring the best candidates, but we can’t do this without a complete application. Filling out the application is voluntary, and the more complete the application, the better your chances of conveying to the CDA you are the best candidate for the job. Except for explicitly optional requested information, refusal to provide a complete application may result in disqualification from consideration for a position.

Dakota County CDA

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Office Support Assistant - Housing Assistance