Inspection Administrative Assistant

Position Summary

The Inspection Administrative Assistant position reports directly to the Inspection Manager. The Inspection Administrative Assistant provides direct services to customers, clients, residents, vendors, and the public by performing the following duties.

• Coordinate and Schedule Inspections with Owners, Clients, and Inspectors
• Answer incoming telephone calls, determine purpose of callers, and respond to inquiries regarding Inspections and other services offered by the Indianapolis Housing Agency or forward calls to appropriate personnel or department.
• Retrieve messages from voice mail and respond and/or forward to appropriate personnel.
• Effectively and appropriately communicate and interact with other employees, supervisors, individuals from other organizations, and customers.
• Able to work well individually and in a team environment and as part of a team.
• Operate computer terminal to input and retrieve data.
• Address complaints in a calm and professional manner.
• Prepare and sort documents and identify and interpret data to be entered into computer.
• Perform responsibilities efficiently and timely. Able to juggle multiple requests and meet multiple deadlines. Able to prioritize, organize tasks and time, and follow up.
• Takes initiative and needs little supervision.
• Proficient in basic computer skills, i.e., Microsoft Word, Excel, Internet usage (e‑mail).
• Demonstrate customer service orientation.
• Demonstrate a commitment to problem solving and a focus on being solutions oriented.
• Call or write to customers to ensure satisfactory performance of service.
• Receive, sort, and route mail.
• Send faxes and retrieve and route incoming faxes.
• Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Perform other clerical duties as needed, such as filing, photocopying, and collating.
• Relay messages and special instructions to Inspectors and other departments regarding inspections.
• Assist Inspector Manager as needed.
• Report suspected fraud to immediate supervisor.
• Help address and correct any findings from auditors.
• Conduct general research as needed.
• Submit status reports and schedules to the Inspections Manager.
• Assist Inspector Managers as needed.
• Perform other duties as assigned.

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. Ability to adapt to changing business needs, conditions, and work responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED) AND two years of experience providing office and/or administrative support OR
• An equivalent combination of experience and education (Associate's Degree) that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position.
• Proficiency with MS Office including Word, Excel, Outlook and the ability to work in HUD and/or government database systems.

Ability to communicate clearly and concisely orally and in writing by actively listening and sharing relevant information.

General math and knowledge of accounting principles and budget practices.

Strong organizational skills including prioritizing, ensuring accuracy, multi‑tasking, and handling interruptions appropriately; ensures assignments are completed in a timely and effective manner.

Ability to exercise independent judgment in performing duties and making decisions.

Ability to meet and deal with the public, and establish and maintain effective working relationships with landlords, residents, employees, and other staff of the Agency. Ability to deal effectively with situations that require tact and diplomacy. 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.

Ability to think critically and creatively while reflecting; will question and search for answers and meaning; evaluates ideas and information and develops ideas that lead to action.

The Indianapolis Housing Agency offers a complete benefits package for all full‑time employees. These benefits include:
Medical, Dental, Vision, HSA, Employer Sponsored Group Term Life Insurance, Vacation & Sick Time, approximately 18 Annual Company Holidays, Employer Sponsored PERF Retirement Plan, and many more.