Programs Clerk

City Of Janesville Diversity Statement:
The residents of Janesville choose this community not just as a place to live but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential.

Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of Wisconsin’s Park Place.

Objective & Relationships

Under the direct supervision of the Housing Services Director, this position provides varied and complex administrative support of a confidential nature to the Housing Services Division in the Neighborhood and Community Services Department. The Housing Programs Support Clerk applies advanced clerical and customer service skills in support of the efficient operation of the Division. This position also assists with the administration of various programs offered, including, but not limited to, rent assistance, housing rehabilitation, home ownership, and property maintenance.

Relationships:
Reports to the Housing Services Director. The Housing Programs Support Clerk may also take direction from the Director of Neighborhood and Community Services. Has extensive work contact with the general public, including regular Rent Assistance Program participants and applicants, and rental property owners and managers. Has regular work contact with Department, Division, and Office heads, City employees, vendors, outside governmental agencies, non-profit organizations, and the general public.

May have work contact with City appointed officials, Community Development Authority board members, business representatives, community leaders, contractors, and homeowners. Has no regular supervisory duties.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential duties are not necessarily listed in priority order.

• Provides general clerical and administrative support duties as requested and directed by supervisor; answers the telephone and receives visitors; provides general NCS-Housing Services Division information; screens and refers callers to appropriate employee or department; accepts complaints, including property maintenance complaints, and refers to appropriate inspector.
• Assists in preparing Mortgage Satisfactions and records the documents with the Rock County Register of Deeds Office, as appropriate.
• Coordinates loan application process and assists with entering loans in the computerized loan management system; prepares and records loan satisfactions.
• Assists in reviewing compliance of current loans, including ongoing verification of household income of loan recipients and tenants in units rehabilitated with program funds, occupancy status, homeowners’ insurance status, and payment of property taxes; recalculates monthly loan payments as required.
• Provides administrative support to the Community Development Authority (CDA), including distributing agenda materials, posting materials to the City’s website, and preparing meeting minutes.
• Collects and records Division employees' time worked and attendance and submits in a timely manner to the Finance Office for payroll processing.
• Receives, sorts, and distributes incoming Division mail.
• Organizes, maintains, and orders office supplies as needed; schedules maintenance for equipment and contacts vendors for merchandise information.
• Updates Division information on the City website.
• Maintains up-to-date knowledge of local housing resources.
• Gathers, interprets and prepares data for studies, reports, and recommendations.
• Establishes and maintains accurate program records and administrative files; creates and maintains filing systems for both paper and electronic records and files.
• Assists…