The Dakota County Community Development Agency (CDA) is seeking an Office Support Assistant to join the Property management team. Property management oversees the leasing, management, and maintenance of over 2,900 units of CDA affordable rental housing located throughout Dakota County.

Recruitment Type: This position is open until Wednesday, February 5, 2025 at 4:30 p.m.
Hiring Range: $19.23 - $24.04 per hour

The Office Support Assistant will provide customer service both internally and externally working with colleagues, program applicants and CDA residents. This position assists with work order processing, creates files, scans documents, completes data entry and provides program information to applicants and residents.

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 with a mission to improve the lives of Dakota County residents and enhance the economic vitality of communities through housing and community development. The CDA’s housing portfolio consists of single-family homes, duplexes, fourplexes, townhomes and apartment buildings serving individuals, families and senior. For more information about the Dakota County 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

Assist the Assistant Property Manager with work-order processing including: data entry, file maintenance and data retrieval, dispatching, and other related duties as assigned.

Assist with data entry tasks relating to the opening and closing of work-orders via computer.
Assist with data maintenance and work-order system and file organization.
Receive, process, and dispatch work-order requests from tenants and others as needed.
Perform other related administrative and clerical duties as directed.

Perform Department clerical duties.

Compile program information packets as directed.
Complete filing projects as assigned
Complete copying projects as requested and keep department form locations up-to-date and stocked.
Use word processing features to prepare reports, correspondence, memorandums, and forms.
Coordinate and prepare bulk mailings.
Perform general clerical duties as directed.

Perform applicant intake services.

Assist applicants and participants with online application process.
Evaluate program eligibility in relation to family size and composition, income, age and other criteria and inform applicant of preliminary eligibility/ineligibility.
Prepare and maintain all new applicant files and notify applicants of their status on interest/waiting lists.
Update software regarding applicant status.
Answer calls regarding waiting list status or information change.
Inform applicants of status changes on the interest lists; update waiting lists.
Complete applicant verifications.

Provide administrative support to the Property Management Department

Data entry of Family Townhome Program information into PORT.
Assist with lottery drawing for new developments.
Prepare and mail out form letters.
Assemble "move-in" packets for all new residents.
Prepare and mail out lease renewal packets for housing programs.
Create, review or update forms or letters, prepare documents, and gather information.
Provide administrative assistance and perform general department clerical duties as directed.
Update resident contact information annually.
Ensure proper form completion prior to submission.
Complete scanning of documents for Property Management.
Respond to inquiries for information; provide program information and community referrals.
Provide back-up assistance to Property Management staff, as directed.

Perform Agency receptionist duties as back-up, or as assigned

Greet clients and public; refer to the proper department and/or staff person
Answer incoming calls, screen, and transfer calls to the correct staff member, take messages as needed
Provide polite and courteous service to all clients/visitors
Assist clients with proper applications/forms
Send out information by mail, email, fax to interested parties.

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 Required: A combination of one year of related education and/or experience.
Skill in use of general office equipment, including personal computers; typing ability of 45 words per minute with a high degree of accuracy.
Knowledge of agency functions, policies and procedures, knowledge of office procedures and practices.
Knowledge of English language, grammar and punctuation.
Ability to handle difficult situations in a professional manner when dealing with the public and agency employees.
Ability to work with diverse clientele.
Ability to communicate both orally and in writing.
Ability to work independently.
Ability to work under pressure and with interruptions. Ability to be flexible.
Ability to learn or existing skill in the use of word processing/desktop publishing.
Ability to work on several projects simultaneously and to set and meet deadlines.
Ability to respect privacy and confidentiality of others.

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 - Property Management