General File Clerk - Section 8 (HCVP) 400-49

Hacp - Pittsburgh, PA

Full-time - Entry Level

Pittsburgh, PA

About the position

The General File Clerk position at the Housing Authority of the City of Pittsburgh (HACP) is primarily responsible for assisting Housing Specialists in organizing program participant files to ensure easy retrieval. This role involves maintaining accurate records, responding to inquiries, and supporting the administrative functions of the department. The position requires attention to detail and a commitment to the Authority's mission and strategic goals.

Responsibilities

• Organizes program participant files according to checklist.
• Identifies and advises Housing Specialist of missing documentation as appropriate.
• Audits the master file for missing files.
• Tracks files and materials removed from files to ensure borrowed files are returned.
• Sorts or classifies information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Finds and retrieves information from files in response to requests from authorized users.
• Scans or reads incoming materials to determine classification and filing.
• Places materials into storage receptacles according to classification and identification information.
• Performs periodic inspections of materials or files to ensure correct placement, legibility, and proper condition.
• Eliminates outdated or unnecessary materials according to file maintenance guidelines and/or legal requirements.
• Gathers materials to be filed from departments and employees.
• Maintains an indexed record of the location of the files in an electronic system for easy access.
• Prepares and collects sign-in sheets each day.
• Provides customer service to all external and internal customers, assisting clients with sign-in, application information, and inquiries.
• Monitors and maintains application booklets and necessary forms at the front desk.
• Prepares mailings for department and staff as directed.
• Maintains, monitors, and controls reception/lobby area, ensuring rules are followed and the area is kept neat and orderly.
• Operates various office equipment, including printer, copier, and fax machine.

Requirements

• High School Diploma required.
• Minimum of 1-2 years professional experience in a clerical or customer service role.
• Valid Pennsylvania driver's license and insurable under the Authority's plan.
• Computer literacy in Microsoft Office Products (MS Word, Excel, and Outlook).
• Ability to learn other computer software programs as required.

Nice-to-haves

• Experience in Section 8 housing programs.