Job Description
JOB DESCRIPTION JOB TITLE
Housing Clerk FLSA STATUS
Provisional - 3 months DEPARTMENT
Housing Management EEO:
5 REPORTS TO:
Housing Manager PREPARED DATE
6/8/2026 SUMMARY:
The Clerk/Receptionist is primarily responsible for performing routine and clerical functions in a housing management office. The incumbent may also assist the Housing Manager and Assistant Housing Manager by performing daily operations functions of a technical nature. ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following. Other duties may be assigned. Receives incoming telephone calls in a businesslike manner and responds to basic inquiries. Collects rent payments and housing documents and issues receipts and forms as needed. Forwards all complaints and inquiries received via telephone, fax, or in-person to the appropriate management staff member. Greets residents and visitors to the management office and assists in processing paperwork or directs individuals to the Housing Manager or Assistant Housing Manager to ensure clients are serviced in a timely manner. Performs office duties using a computer, multi-line telephone, postage meter, fax machine, copier and calculator. Types routine correspondence, memoranda, reports and forms. Assists with compiling and assembling reports. Processes incoming mail and prepares outgoing mail using Pitney Bowes postage meter machine and delivers to post office as needed. Maintains an organized filing system for current and past records and performs file maintenance activities on a daily basis. Maintains office supplies and prepares requests to replenish stock. Schedules meetings, inspections and arranges resident activities. Inputs, retrieves, and closes work order data from resident-requested or planned maintenance services via property management software. Performs data entry for file maintenance utilizing various computer programs. Assists the Housing Manager or Assistant Housing Manager with special projects related to rent collections, unit inspections, accounts receivables and lease enforcement as assigned. Maintain the organization and appearance of front desk area and lobby(s); Maintains a safe work environment and exhibits safe work practices. Pursue personal development of skills and knowledge necessary for the effective performance of the role. Attend training to further develop relevant knowledge, techniques and skills. Performs other related duties as required. Flexibility to work outside normal work hours, as required. MEASUREMENT
Helpful, friendly and professional answering of incoming calls within third ring. Timely and accurate completion of administrative projects and clerical duties at or above 98%. Timely and accurate sorting and distribution of mail at 100%. Follow-up on all inquiries within one business day. TEAMWORK
Demonstrate and promote a spirit of cooperation and teamwork throughout the organization. Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively. Improve personal performance on a continual basis. CUSTOMER SERVICE
Provide responsive, professional and diplomatic customer service. Answer customer calls and correspondence quickly and pleasantly. Communicate with internal customers and residents in a friendly, professional, and patient manner. Perform all duties with the goal of building and maintaining long-term relationships. Immediately address any internal customers and residents' concerns and request the involvement of other personnel as required. Notify manager of any major concerns and the action taken to resolve. SAFETY:
Use and promote safe work practices in the office and in the field. Follow all company safety programs and report any non-compliance to your Manager. Notify manager or safety personnel of any unsafe conditions. SUPERVISORY RESPONSIBILITIES
No supervisory responsibilities QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE
High school diploma, GED or equivalent One year experience as receptionist and two years of administrative experience. COMPUTER SKILLS
Expertise with 365 MS Office Suite Systems, Applications and Products in data processing (SAP) ADP Payroll Systems LIPH project management software CERTIFICATES, LICENSES, REGISTRATIONS
None. LANGUAGE SKILLS
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers and the general public. MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Typical office environment PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working 37.5 hours/week, scheduled in 7.5 hour shifts. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone. The employee frequently is required to sit. The employee is frequently required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. OTHER REQUIREMENTS
Demonstrated knowledge of basic office practices and procedures. Demonstrated ability to express ideas effectively both orally and in writing. Demonstrated ability to compose business letters and ability to type basic correspondence and reports. Demonstrated ability to maintain accurate files and records. Ability to communicate with residents and interact effectively with a diverse community, staff and resident populations. Demonstrated ability to be tactful and diplomatic. Demonstrated ability to deal courteously with individuals from all socio-economic backgrounds and must possess the ability to handle unruly visitors. Demonstrated ability to prioritize work. Excellent communication skills and ability to handle a high volume of telephone calls. Demonstrated knowledge and skill in the operation of telephone switch boards with 10 or more incoming lines. Demonstrated knowledge of general office practices and procedures and a general knowledge of Housing Authority functions. Strong organizational skills Excellent oral and written communication skills Professional appearance Mobility within the office Willing to travel locally as required Able to prove U.S. Employment eligibility Ability to pass drug screening Valid driver's license Flexibility to work overtime/weekends, as required COMMITMENT LIMITATIONS
May not make a non-budgeted, emergency expenditure or commitment of WHA in excess of $25.00. BUSINESS BEHAVIOR / ANTI-TRUST
Do not discuss with competition (includes other housing authorities without manager's consent): WHA price, costs, profits, or terms of sale Person or companies with whom Wilmington Housing Authority will or will not do business Geographical areas of operations CONFIDENTIALITY / CONDUCT
May not divulge any confidential personnel/corporate policy. Will not engage in gossip or other unprofessional conduct May not make changes in their Job Description, Standards of Performance or quarterly objectives without consultation with manager I agree to perform the above referenced duties while upholding our company values. ______________________________ ________________________ Employee Signature Date ______________________________ ________________________ Manager Signature Date Pay:
$18.00 per hour Work Location:
In person
