Office Assistant - Bilingual

The Housing Authority of the City of Santa Barbara is seeking a compassionate and friendly individual who enjoys helping others to join our respected team of professionals.

Under general supervision, the Office Assistant will be responsible for the agency’s front desk function including promptly and courteously answering our extremely busy switchboard, greeting and assisting visitors and the public, informing the public about our various housing programs and procedures and performing a variety of general office duties in support of agency goals and objectives. Successful performance of work requires the frequent use of tact, discretion, and independent judgement, knowledge of departmental activities and extensive public contact.

Key responsibilities include but are not limited to:

Answer phones/switchboard and greet visitors in a professional, tactful, and efficient manner in order to present positive image of the Housing Authority. Coordinate scheduling of appointments. Respond to inquiries and provide general information to the public regarding Housing Authority policies, procedures, and programs. Distribute and explain forms.

Type, prepare, and proofread a variety of routine documents including general correspondence, e-mails and reports from rough drafts or oral instructions. May design and compose routine information for standard forms and documents. Prepare meeting minutes and agendas as assigned.

Prepare a variety of forms such as invoices, work orders, records of transactions, requisitions and purchase orders; verify data for accuracy and submit to supervisor.

Perform routine office duties and administrative support including word processing, data-entry, copying, and scanning documents.

Maintain records and files to ensure accurate and current information is readily available.

Efficiently operate modern office equipment such as computers, document imaging system, phone system, copiers, and postage and facsimile machines and recommend/coordinate maintenance as needed.

Process the mail including receiving, sorting, stamping, and distributing incoming and outgoing correspondence and maintenance of mailing lists.

Interact with co-workers, clients, and Agency contacts in a professional, tactful, and courteous manner, ensuring excellent customer service is delivered and using effective de-escalation techniques when interacting with upset individuals.

The ideal candidate will possess the following qualifications and personal attributes:

A minimum of one year clerical experience including reception and working with the public;

Knowledge of basic office practices and procedures including standard office filing systems, record keeping practices, and telephone etiquette;

Knowledge of modern office equipment and computers (MS Word, Excel and Outlook);

Ability to type with acceptable speed and accuracy for successful job performance;

Good written and verbal communication skills and principles of business correspondence;

Ability to perform clerical work of average difficulty according to established procedures;

Ability to successfully multi-task in a fast-paced work environment and work under pressure and sometimes stressful circumstances; and

Bilingual with Spanish (required).

Full-time, in-person position; 9/80 schedule (Monday-Thursday 7:30AM-5:30PM & alternate Fridays 7:30AM-4:30PM).

COMPENSATION AND BENEFITS

The 5 step salary range is $24.48-$29.76 per hour + bilingual premium pay.

HACSB offers eligible employees a comprehensive and well-rounded benefit package including:

Cafeteria Benefit Plan

457(b) Deferred Compensation Plan

Group Health Plan

Vacation

Dental Plan

Sick Leave and Catastrophic Leave

Vision Plan

13 Paid Holidays

Life and AD&D Insurance

Employee Assistance Program

Long-Term Disability

Training and Development Program

401(a) Employees’ Money Purchase Pension Plan

Recognition and Incentive Programs

SELECTION PROCESS

If you possess the desired qualifications and want to work for an organization that improves the quality of life for our community and is passionate about helping others and making a difference, please apply at https://www.hacsb.org/housing/jobs-internships/. For primary consideration, applications must be received no later than Wednesday, October 9, 2024 at 5:00pm; thereafter position open until filled. Selection process may include an interview and other testing designed to predict successful job performance.

If HACSB determines an applicant is suitable for the position based on a job related evaluation of skills and experience, prior to subsequent employment, the successful applicant will be subject to a criminal background check, appropriate to the job functions and business necessity. Criminal convictions will not automatically disqualify a candidate for employment. The nature of the crime, time since offense, surrounding circumstances, and relevance of the offense to the position applied for will be considered. The Housing Authority is an Equal Opportunity Employer. In compliance with the ADA, HACSB provides reasonable accommodation to qualified individuals with disabilities. Applicants with disabilities who require reasonable accommodations may contact Human Resources at (805)965-1071 or (805)965-2521 TDD to make accommodation requests. In accordance with Section 3 of the Housing & Urban Development Act of 1968, HACSB promotes self-sufficiency amongst low income individuals and provides hiring preferences to Santa Barbara residents that meet Section 3 eligibility.