GENERAL SUMMARY:
Under general supervision plan, organize and coordinate assigned inspections administration activities and communications to support department/location to carry out routine administrative duties as assigned. Provide responsive and efficient customer service.
ESSENTIAL FUNCTIONS:
1. Provides contract support by typing and proofreading a variety of documents including general correspondence, inspection requests, forms, letters, rent review requests, purchase requests, participant/resident/landlord notifications, reports, unit/inspection documents, and other forms.
2. Provides contract support by preparing information and data for inspections operations reports, maintains files, schedules, logs, and records; checks and tabulates basic statistical data; prepares routine statements and reports; inventory review, purchase requests, billing and reconciliations.
3. Performs receptionist duties by answering the telephone, reviewing client file, addressing enquiries, addressing scheduling concerns or questions about inspections or notices, referring calls to inspections staff, supervisor or contracted agency as appropriate. Greets customers and provides general information regarding contracted agencies inspections policies and procedures as required.
4. Prepares appointment letters, schedules, assigns and routes appointment in a timely manner in compliance with contractors’ scope of work and verifies information. Sorts and files/scans documents and records, maintaining alphabetical, index and cross reference files, analyzes and responds to inquiries and documents file. Makes recommendations to supervisor/ inspections staff.
5. Provides clerical support by, copying and maintaining a supply of various forms for contracted agency in order to support and successfully carry out scope of work, sorting/distributing, and responding to incoming and outgoing correspondence as needed.
6. Supports office by procuring supplies, reviewing budgets, updating supervisor on status, discrepancies.
7. Provides courteous, respectful, honest, timely and professional information to all internal staff and contracted agency personnel.
8. As needed performs initial, annual, special and vacated unit housing inspections to ensure the proper condition of housing units and that the units comply with federal, state, and local building, construction and health codes as contracted for inspection by the company’s clients.
9. Performs other related duties as assigned.