Office Specialist

GRAND FORKS HOUSING AUTHORITY

JOB TITLE: Office Specialist

DEPARTMENT: Housing Programs

REPORTS TO: Director of Housing Programs

LOCATION: Grand Forks, ND (On-site, no remote option)

FSLA: Hourly/Non-exempt

STATUS: Full-time/Benefit Eligible

The Office Specialist performs a wide range of routine clerical and administrative support duties to ensure the efficient operation of the Housing Authority’s housing programs. Responsibilities include front-line public service, data entry, file maintenance, document preparation, and general office support. This position works under direct supervision and performs tasks that are routine and procedural in nature.

• Serve as a front desk receptionist, greeting visitors, answering phones, transferring calls, and taking messages in a professional and courteous manner.
• Provide accurate information to the public regarding housing policies, application procedures, and office services.
• Perform routine data entry tasks; enter and update information in internal systems; verify data accuracy and completeness.
• Type, format, and proofread letters, memos, and other documents; edit for grammar and consistency.
• Maintain organized electronic and physical filing systems; retrieve and file documents as needed.
• Assist with the preparation and distribution of reports, notices, agendas, and forms.
• Receive, sort, and distribute incoming and outgoing mail; prepare special mailings.
• Collect and receipt payments when necessary, following financial handling protocols.
• Operate common office equipment including computers, copiers, fax machines, multi-line telephones, and scanners.
• Assist in compiling information for statistical, financial, and operational reports.

• Assist in ordering and maintaining office supplies and inventory.
• Schedule and manage meeting room reservations.
• Perform other related clerical and administrative duties as assigned.

• High school diploma or GED.
• 1–2 years of office administration or clerical experience.

• Associate degree or some college coursework in business, office administration, or a related field.

• Basic knowledge of office practices, procedures, and equipment.
• Strong data entry and keyboarding skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to interact effectively with diverse populations with courtesy and professionalism.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and basic database use.
• Ability to maintain confidentiality and follow HUD and Housing Authority policies and procedures.
• Able to prioritize tasks and meet deadlines in a fast-paced environment.
• Ability to sit for extended periods and occasionally lift up to 25 pounds.

• Standard office environment with frequent use of computers and telephones.
• May involve occasional lifting, reaching, or bending.
• On-site position; no remote work available.

The Grand Forks Housing Authority is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.