Housing Programs Support Clerk

Housing Programs Support Clerk The City of Janesville, Wisconsin, is committed to sustaining a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. 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." 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. 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 in the development of notices, correspondence, forms, brochures, flyers, manuals, and other informational materials about Division programs and services. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices. Performs other special projects and other job duties as assigned or required during regular and non-business hours. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated. Minimum Position Requirements/Qualifications The requirements listed below are necessary to perform the essential duties of the position. A High School diploma or equivalent is required. A minimum of one (1) year of office support, administrative, or professional clerical experience is required. Access to personal or public transportation for job-related duties. An associate degree from an accredited college or university is preferred. Experience is social work or working for a social service agency is desirable. For successful performance in this position, the incumbent will need to demonstrate the following knowledge, skills, and abilities. Thorough knowledge of modern administrative or office support practices and procedures. General knowledge of records management, report preparation, and filing methods. Working knowledge of accounting principles and practices. General knowledge of departmental policies, procedures, rules, and regulations. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority. Exceptional oral and written communication skills, paired with a strong customer service background, and effective interpersonal skills. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving. Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office and Adobe Acrobat. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages. Ability to make decisions according to applicable laws, regulations, established procedures, and the directives of the City Manager and City Council. Ability to learn and apply new technology and software. Ability to perform work duties and operate within policy guidelines using independent judgment in achieving assigned objectives. Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometime competing, work assignments, with accuracy and attention to detail. Ability to maintain accurate records, prepare reports, and handle multiple tasks. Ability to effectively and efficiently schedule and organize workload, manage multiple projects simultaneously, adapt to changing priorities, and to work smoothly and cooperatively on a variety of projects. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor. Ability to understand and promote equity and fair housing principles. Ability to comprehend and interpret state statutes and City ordinances. Ability to maintain files in a filing system and compile, assemble, and distribute information per set procedures. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to the supervisor. Establish and maintain effective working relationships with Rent Assistance Program Rent Assistance Program participants and applicants, rental property owners and managers, Department, Division, and Office heads, City employees, vendors, outside governmental agencies, non-profit organizations, and the general public. Develops and maintains professional rapport with current, future, and past program participants and landlords. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties. Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality. Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently. Embrace and actively promote an inclusive and equitable work environment. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals. Supplemental Information Machinery and equipment including personal computer, printer, fax machine, scanner, copier, telephone, cellular phone, 10-key calculator, typewriter, industry- specific software, and other standardized or specialized office equipment.

Created: 2026-03-04