MAIL CLERK/RECEPTION FLOATER

This position is responsible for providing exceptional customer service by greeting visitors, responding to inquiries, resolving concerns, coordinating communication between clients and program staff,and accurately documenting all customer interactions within the agency's housing management system (Yardi). Assistwith courier and delivery services, ensuringtimelycoordination for packages, deliveries, or pickups, including supplies to sites as well as packages and mail.

Position Summary The MailroomClerkis responsible for managing and processing incoming and outgoing mail and packages for the Housing Authority. This position ensures the efficient andtimelydelivery of mail and other related tasks in support of administrative operations. The ideal candidateswill be detail-oriented, organized, and able to handle multiple tasks in a fast-paced environment. As a reception floater, this position will sit at the front desk as a substitute for the full-time receptionists during days off and/or breaks. The Receptionist plays a key role in providing excellent customer service and administrative supportto the Housing Authority. This individual will serve as the first point of contact for clients, visitors, and callers, ensuring smooth daily operations in a fast-paced environment. This position is responsible for providing exceptional customer service by greeting visitors, responding to inquiries, resolving concerns, coordinating communication between clients and program staff,and accurately documenting all customer interactions within the agency's housing management system (Yardi). The receptionist also corresponds to staff when necessary. Essential Duties and Responsibilities The statements below are intended to describe the general nature and scope of work performed by this position. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required. Other duties may be assigned. Mail Clerk Duties Receive, sort, and distribute incoming mail, packages, and correspondence to theappropriate departmentsor individualsin a timely manner. Prepare and process outgoing mail, including packaging, labeling, and applyingappropriate postageforvarious typesof mail (e.g., regular, certified, express). Maintainaccuraterecords of sent and received mail, ensuring proper documentation for tracking purposes. Operate mailing equipment such as postage machines, label printers, and scales. Handle and store sensitive or confidential mail securelyin accordance withorganizational policies. Assistwith courier and delivery services, ensuringtimelycoordination for packages, deliveries, or pickups, including supplies to sites as well as packages and mail. Maintain an organized mail room environment, ensuring it remains clean and stocked with necessary supplies. Monitor inventory of office supplies related to mail processing, such as envelopes, stamps, packaging materials, and other related items. Provide exceptional customer service by answering mail-related inquiries and assisting employees with mail-related requests. Reception Duties Greet andassistclients, visitors,vendors,and applicants in a friendly and professional manner.Provide general information to LMHA participants, landlords,and thegeneral publicregardingeligibility, application processes, and program policies.Ensures that properforms and applications are available to clients and applicants.Answer questions about the housing authority, direct people to resources on the website or connect them withappropriate staff.Ensure the reception area is tidy, organized, and welcoming at all times.Work with the office services team to ensure supplies are stocked, and the Housing Authority offices are welcoming and have everything needed to ensure success.Perform other clerical duties as assigned, including filing, photocopying, and general office support. Minimum Qualifications Previousexperience in a mailroom, administrative, or office setting preferred.Minimum of three (3) years of customer service experience. One (1) to two (2) years of mail handling experience preferred. Strong verbal and written communication skills. Excellent telephone etiquette and active listening skills. Strong typing, data entry, and computer proficiency. Proficiency with Microsoft Office Suite (Word, Excel, Outlook). Basic knowledge of postal services, mail sorting, and shipping procedures.Strong organizational skills with the ability to manage multiple tasks and deadlines.Ability to work independently and as part of a team.Excellent attention to detail and accuracy.Ability tomaintainconfidentiality and handle sensitive information responsibly.Basic computer skills (e.g.,Microsoft Office Suite).Knowledge of postal regulations and services is a plus.Ability to exercise sound judgment and professionalism. Bilingual or multilingual abilities are a plus. An equivalent combination of education, training, and experience may be considered. Experience High school diploma or equivalent required. Minimum three (3) years of customer service experience in a high-volume environment. Previous experience working in reception and mail handling is preferred.Experience utilizing customer relationship management (CRM) or housing management software is preferred. Experience handling difficult customer interactions while maintaining professionalism. Preferred Qualifications Some college coursework or administrative training preferred.Experience working with Yardi or similar property management or housing software. Experience working in affordable housing, public housing, Housing Choice Voucher (Section 8), or government programs. Bilingual (English/Spanish or other languages commonly spoken within the community). Experience providing customer service in a public sector or nonprofit environment. Knowledge, Skills, and Abilities Knowledge of customer service principles and best practices. Ability to communicate professionally with diverse populations. Strong interpersonal and conflict resolution skills. Ability to remain calm under pressure and de-escalate challenging situations. Strong attention to detail and accuracy. Ability to learn and apply agency policies, procedures, and housing program requirements. Ability to work independently and collaboratively within a team environment. Strong problem-solving and critical thinking skills. Ability to manage multiple priorities while maintaining quality and efficiency. Ability to maintain professionalism when handling confidential or sensitive information. Technology Proficiency Microsoft Office Suite (Word, Excel, Outlook) Microsoft Teams Yardi or similar housing/property management software Data entry and customer relationship management systems Internet research and web-based applications Basic office equipment including copier, scanner, and printer Core Competencies Customer Focus Professionalism Communication Accountability Teamwork and Collaboration Problem Solving Adaptability Time Management Attention to Detail Integrity and Confidentiality Dependability Conflict Resolution Service Excellence Working Conditions In office, Full-time position, Monday through Friday. Regular lifting and moving of packages or heavy mail items.Work is primarily performed in an office environment. Frequent interaction with residents, applicants, landlords, vendors, and the general public. Regular exposure to individuals experiencing stressful or emotional situations. Requires prolonged periods of sitting and computer use. Physical Requirements Ability to sit for extended periodsFrequent use of hands and fingers for keyboarding and data entry. Ability to communicate effectively in person and over the telephone. Ability to read computer screens and printed documents. Occasionally lift and carry office materials weighing up to 20 pounds. Ability to bend, reach, stoop, and move throughout the office as needed. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Disclaimer: This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify or assign other duties as organizational needs require.