Office Specialist

Organization: Provo City Housing Authority.

Job Title: Office Specialist.

Location: Provo, Utah.

Job Type: Full Time, 40 hours per week, Non-Exempt.

Shift and Schedule: Monday through Thursday, 10-hour shifts.

Pay Range: Between $19.00 and $22.00 an hour, commensurate with experience.

About Us: Provo City Housing Authority (PCHA) intentionally supports the well-being and self-reliance of families and individuals by providing resources that compassionately promote confidence, stability, and opportunities to build and fortify a stronger community. As a vital part of our mission, we are seeking a skilled and experienced Office Specialist to run our front desk. 

Job Description: Under the direct supervision of the Rental Subsidy (HCV, Section 8) Manager, the Office Specialist will perform basic secretarial, clerical, and receptionist functions as required. Bilingual in English and Spanish is required. 

Role and Responsibilities                                                                      

• Assist in record management duties; retrieve records for customer requests, schedule inspections, and other appointments; assure timely communications between teams and the records office. 
• Assist customers with the application process. Provide technical assistance to families applying online or in person. Maintain the online application process. 
• Provide telephone and reception area coverage; greet and help customers, providing program information to the public, staff, residents, and agencies, and make appropriate referrals to other staff persons in the department or agency; schedule and reschedule appointments; operate multi-line telephone system. 
• Take work orders over the phone or in person for PCHA-owned/managed properties. 
• Collect and receipt rent collected from PCHA-owned/managed properties. 
• Operate a variety of office equipment, such as copiers, scanners, sorters, stuffers, folders, sealers, postal meters, and scales; open and distribute mail; sort and distribute incoming U.S. and agency mail; 
• Maintain a sufficient inventory of office supplies and replenish supplies as necessary; maintain office equipment, including replacing toner and paper in copiers, printers, fax machines, and other equipment. 
• Assist applicants in determining eligibility for housing and the type of housing that meets their needs; assist applicants in understanding HUD/PCHA rules and regulations, programs, and services; assist applicants in completing their applications for housing; key in applicant information and process applicants for interviews; perform other input data as required. 
• Provide internal and external housing resources information to assist clients in accessing their needs for the appropriate affordable housing choice(s) and walking participants through the process if necessary. 
• Interact with the public, customers, and agencies in a professional manner to present program information according to program guidelines. Represent the Housing Authority in a positive, professional, and confidential manner. 
• Participate in the development and implementation of goals, work plans, performance measures, and continuous improvement of service delivery to assist in attaining the unit/program/department initiatives and goals, agency core strategies, and mission through a spirit of service, teamwork, and respect. Work respectfully and courteously with other employees, residents, and the general public. Follow directions, and work well under pressure. 
• Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries and illnesses to supervisor immediately; complete and submit incident/accident reports as required; report hazardous conditions or unsafe work practices to supervisor; and follow all safety and health guidelines, practices, policies and procedures, and actively support and participate in the Emergency Preparedness program and tasks. 
• Perform related duties as assigned. 

Qualifications and Education Requirements

• Education: High School diploma or GED equivalent. 
• Experience: One year of work experience in general office work, or related experience. 
• Licenses and Other Requirements: Must possess and maintain a valid Utah Driver’s license and a fully insurable driving record. 
• Bilingual in English and Spanish preferred. 

Competencies, Knowledge, and Abilities

Knowledge of:

• Interpersonal skills using tact, diplomacy, patience, and courtesy. 
• Filing and record-keeping system, including document imaging. 
• Clerical skills.
• Modern office practices, procedures, and customer service principles.
• USPS practices, procedures, and rates.
• Verbal and written communication skills.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Telephone techniques and etiquette.
• Operation of office machines and equipment such as PC, copiers, scanners, and printers. 
• Math calculation skills.

Ability to:

• Work cooperatively, harmoniously, and respectfully with co-workers, supervisors, the public, and customers.
• Perform a variety of clerical duties involving typing, filing, and maintaining records or reports in support of a special program or department function. 
• Handle multiple tasks and priorities with interruptions. 
• Deal with a variety of people with diverse backgrounds.
• Effectively plan and organize workload.
• Communicate effectively verbally and in writing.
• Understand and follow verbal and written instructions.
• Operate a variety of office equipment, including postage meter, scale, inserter, folder, labeler, computer, scanner, calculator, copier, and PC. 
• Operate a computer, enter data, maintain records, and generate reports using Microsoft Word and Excel, and participant software systems. 
• Perform data entry efficiently, effectively, and accurately.
• Meet schedules and timelines.
• Work respectfully and courteously with staff, residents, and the general public. 

Preferred Skills

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Bilingual in English and Spanish preferred. 

Working Conditions

• Environment: Office environment with occasional visits to community sites.
• Physical Abilities: Hearing and speaking to exchange information in person and on the telephone. Seeing to read a variety of materials. Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling, or crouching. 
• Hazards: Contact with frustrated, dissatisfied, or rude individuals. 

Additional Notes

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and bending.
• Must be able to lift up to 15 pounds at times
• Typical setting is in an office with a moderate office noise level

Benefits: 

• Competitive salary ($19.00 and $22.00 an hour) commensurate with experience.
• Employer-paid health and dental insurance for employees. 
• Retirement benefits: Pension plan and 401(k) with employer match.
• Generous paid time off (PTO) to support work-life balance. 
• 12 paid holidays plus additional personal days.
• Flexible 4-day workweek (Monday-Thursday, 10-hour shifts).
• Professional development: Employer-sponsored training, career development, and growth opportunities. 
• Wellness perks, including mental health support and an employee assistance program (EAP). 
• Meaningful work: Make a real impact by helping families and individuals in need. 

How to Apply: If you are interested in joining our team as an Office Specialist, please submit your resume and cover letter detailing your relevant experience and qualifications to joyler@provohousing.org. 

Provo City Housing Authority is an equal opportunity employer and values diversity in the workplace. We encourage candidates from all backgrounds to apply.